In This Article: Learn how to efficiently locate files and folders across your Ontario environment using search functionality, advanced filters, and smart organizational tools within Harness to keep your document library accessible and manageable.
Viewing Recent Uploads
Ontario makes it easy to see your most recently added files, whether you're at the environment level or working within a specific project. The Latest Uploads section provides quick access to files you or your team members have recently added.
From the Ontario Overview Page
When you first log into Ontario, the Overview page displays your latest uploads near the bottom of the screen. This environment-wide view shows files from all projects you have access to, making it simple to pick up where you left off or check on recent team activity.
Screenshot: Latest Uploads section on Ontario Overview page
Shows recent files with filter options for File Type, Uploaded By, and Date
From a Project Landing Page
Each project has its own landing page with a Latest Uploads section that displays only files uploaded within that specific project. This focused view helps you track project-specific activity without clutter from other projects.
From either location, you can filter the uploads using these options:
File Type
Filter by document format (XLS, PDF, DOCS, etc.) to narrow down to specific file types
Uploaded By
See files added by specific team members to track individual contributions
Date
View files uploaded within specific date ranges to find time-sensitive documents
Screenshot: Latest Uploads on project landing page with filtering options
Displays File Type dropdown, Uploaded By dropdown, and Date picker
Navigating the Harness File Structure
Harness is Ontario's file and folder management system, providing a structured view of all documents within a project. When you click on the Harness tab in the left sidebar of any project, you'll see your complete folder hierarchy.
Understanding the Harness Interface
The Harness view is divided into two main areas that work together to help you navigate your files:
| Interface Area | Description | Key Features |
|---|---|---|
| Left Sidebar Tree | Hierarchical folder structure showing your complete file organization |
|
| Main Table View | Detailed list of folders and files in the current location |
|
The Favorites section appears at the top of the Harness view, displaying folders you've marked as favorites for quick access. You can mark any folder as a favorite using the ellipsis menu (action menu), and these will appear prominently regardless of where they sit in your folder structure.
Screenshot: Harness interface showing sidebar tree and main table
Displays left sidebar with expandable folders, Favorites section, and main table with columns
File Tabs for Organization
Harness organizes your files into four tabs that help you manage documents at different stages:
All Files
Complete view of all folders and files within the project, regardless of status
Recent
Recently accessed or modified files, helping you resume work quickly
Archive
Files and folders that have been archived to reduce clutter in active views
Unassigned
Files not yet organized into folders, awaiting proper placement in your structure
Using Search to Find Files
Ontario's search functionality helps you locate files quickly without manually browsing through folder structures. The search bar appears at the top of the Harness view, just below the file tabs.
Basic Search
To search for files and folders, simply type your search term into the search bar. Ontario will begin searching after you enter at least 3 characters, displaying results that match your query in real-time.
Search Tips
- Use specific terms: Searching for "Q4 financials" is more effective than just "report"
- Include file extensions: Add ".xlsx" or ".pdf" to narrow results by file type
- Try partial matches: Searching "profit" will find "Profitability Analysis" and "Profit Margins"
- Search is case-insensitive: "Budget" and "budget" will return the same results
When you execute a search, Ontario displays a "Search: [your term]" banner above the results, making it clear that you're viewing filtered content. The sidebar tree view collapses during search to focus your attention on the results.
Screenshot: Search bar with active search showing "Search: prof" banner
Displays search field, "Clear Filters" option, and search results in table format
Clearing Search Results
To return to your normal folder view after searching, click the "Clear Filters" link or click the X icon in the search bar. This will restore your previous view and expand the sidebar tree.
Learning Check: Search Basics
Question 1: What is the minimum number of characters required to begin a search in Ontario?
Question 2: True or False: Ontario searches are case-sensitive.
Advanced Filtering Options
For more refined searches, Ontario provides additional filtering capabilities through the "Show filters" option. Click this link to open a filter panel that allows you to combine multiple criteria.
Available Filters
The filter panel provides several filtering options that can be used independently or combined for precise results. Available filters vary slightly depending on which file tab you're viewing:
File Name
Search for files by their specific name or partial name match
Created By / Uploaded By
Filter files and folders by the team member who created or uploaded them
Date Range
Narrow results to files created or modified within a specific time period
When you select filter criteria, Ontario applies them immediately to update the file list. Active filters appear at the top of the filter panel with individual "Reset" options, and you can clear all filters at once using the "Reset all" link.
Screenshot: Filter panel showing Created By and Date Range options
Displays expandable filter sections with checkboxes and calendar picker
Combining filters: You can use both the search bar and filter panel simultaneously. For example, search for "financial" and filter by "Created By: John Smith" to find all financial documents uploaded by John.
Sorting and View Options
Ontario offers multiple ways to organize your file list, making it easier to find what you need based on how you prefer to work.
Available View Modes
In the left sidebar folder tree, you can click the "View" dropdown to choose between different organizational approaches for how folders and files are displayed in the tree structure:
Tree (Index)
Displays folders in a hierarchical tree structure that mirrors your organizational system. This is the default view and shows parent-child relationships clearly.
Name - A to Z
Sorts all files and folders alphabetically by name, regardless of hierarchy. Useful when you know the exact name of what you're looking for.
Last Modified
Lists files with the most recently modified items first. Perfect for finding documents you or your team worked on recently.
Screenshot: View dropdown menu showing Tree (Index), Name - A to Z, and Last Modified options
Displays dropdown with checkmark next to currently selected view
Column Sorting
In the main Harness table view, you can sort by any column header by clicking on it. Arrows indicate the current sort direction, and clicking again reverses the order. Available sortable columns include:
- Name: Alphabetically by file or folder name
- Index: By numerical index value assigned to folders
- Date Modified: By the date of last modification
- Uploaded By: Alphabetically by uploader's name
- Tasks: By the number of tasks associated with each folder
Learning Check: View Options
Scenario: You need to find the document you were working on yesterday afternoon, but you can't remember its exact name or location.
Question: When might you choose "Name - A to Z" view instead of "Tree (Index)" view?
Search Strategies for Growing Libraries
As your project accumulates more files, effective search strategies become increasingly important. Here are proven approaches for managing large document collections:
Finding Documents in Large Projects
Start Broad, Then Narrow
Begin with a general search term to see all related files, then apply filters like date range or creator to refine results
Use Consistent Naming Conventions
Establish file naming standards across your team (e.g., "ProjectName_DocumentType_Date") to make searches more predictable
Leverage Favorites for Frequent Access
Mark your most-accessed folders as favorites to bypass searching entirely for routine work
Archive Old Projects
Move completed project files to the Archive tab to reduce clutter in your active file views while keeping them searchable
Search Performance Tip
While Ontario's search is designed to handle large document libraries efficiently, using specific search terms and filters will always yield faster results than broad searches across thousands of files.
Mobile Considerations
Ontario's search functionality is fully optimized for mobile devices, though the interface adapts to smaller screens:
- The sidebar tree collapses by default on mobile to prioritize search results and the main table view
- Filters open in a full-screen overlay rather than a side panel for easier interaction
- Touch-optimized controls make it easy to select dates in the calendar picker
- Search results are presented in a simplified card layout for better readability on small screens
Section Review: Files and Folders
You've completed the Files and Folders section of the Ontario Help Center. Here's a quick overview of everything you've learned about managing documents in Ontario:
Uploading and Organizing Files
How to add files to Ontario, create folder structures, and organize documents efficiently within your projects
Review Article →File Actions and Collaboration
Working with files through actions like rename, move, duplicate, archive, and collaborating with comments and version control
Review Article →File Permissions and Sharing
Controlling access to files and folders, managing user permissions, and sharing documents securely with team members
Review Article →Finding and Searching Files
Locating documents quickly using search functionality, filters, view options, and organizational strategies
← Current ArticleWith these foundational skills, you're ready to move beyond file management and explore how Ontario helps you coordinate work through tasks and workflows.
What's Next: Tasks and Workflows
Now that you can efficiently organize and locate files, learn how to create actionable tasks and coordinate team workflows in Ontario.
Creating and Managing Tasks
Learn how to create tasks, assign them to team members, set deadlines, and track progress within your projects
Understanding Task Workflows
Discover how tasks move through different stages and how to design workflows that match your team's processes
Collaborating on Tasks
Master task-based collaboration including comments, attachments, notifications, and team coordination techniques
Finding what you need: Ontario's search and filtering tools are designed to scale with your projects. Whether you're managing dozens or thousands of files, combining search terms with filters and view options will help you locate documents efficiently and maintain productivity as your file library grows.
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