The Document List

The Record screen is split into two panes. The document list is on the left and the document viewer is on the right. Click any document in the list to open it in the viewer on the right. When no document is open, the document list expands to fill the whole screen; opening a document shrinks the list back to make room for the viewer. Drag the divider bar between the two panes to change how the space is shared, and double-click the divider to snap it back to the default width. Your chosen width is remembered for next time.

Categories and SubCategories

Documents are grouped into Categories and, where the record type defines them, SubCategories. Click a Category or SubCategory header to expand or collapse that group. The chevron button in the list header expands or collapses every group at once. The number badge on each header is the count of documents visible inside it. Documents that have no SubCategory appear directly under their Category and are always listed first. Categories you have no rights to see are not shown at all, and empty Categories are hidden unless you turn on Show Empty Categories in the settings (gear) menu. The expanded and collapsed state resets each time the page reloads; opening a document automatically expands its group and scrolls to it.

Sorting the document list

The document list has column headers — Document Name, Changed, By, Created, By, and Size — that you can click to sort. These headers are only visible when no document is open, because opening a document hands that space to the viewer. If you cannot see any columns or cannot find a way to sort, close the open document first by clicking the X at the top of the viewer, and the columns reappear.

To sort, click a column header once to sort by that column in ascending order. Click the same header again to reverse the direction. Clicking a different header always starts again in ascending order. A small caret next to the active column shows the current direction.

Documents sort within each Category and SubCategory group, not across the whole record — sorting by Changed date reorders the documents inside each group, it does not flatten every group into one combined list. The two By columns sort by their matching date (Changed or Created), not by the person's name; there is no sort-by-person.

Your sort column and direction are remembered in your browser and apply to every record you open, not only the one you sorted, and they are not tied to a particular record type.

Clearing the sort

To return the documents to their original saved order, click the Clear Sort icon (a circled X) at the far right end of the column header row. The Clear Sort icon is hidden until a sort is actually applied, so if you cannot find it you either have a document open (in which case there is no header row at all) or you have not sorted in the first place.

Choosing which columns show

The settings (gear) icon in the list header opens a Document Columns menu where you can turn the Changed, Created, and Size columns on or off. Document Name is always shown. Like the column headers themselves, this menu is only available when no document is open. Columns also drop off automatically as the browser window gets narrower — Size disappears first, then Created and its By column, then Changed and its By column — so if a column is turned on but still not visible, widen the window or check that you are not on a small screen.

Selecting documents

Each row has a checkbox; check it to select that document. You can also Ctrl+click a document row to check it instead of opening it. Pressing Ctrl+A selects, or deselects, every document on the Record screen — this replaces the browser's normal select-all while you are on this screen. Checking a Category or SubCategory checkbox checks every document underneath it. Once documents are checked, the check icon in the list header opens the actions that apply to the checked set, including Download, Email, Print, Add to Clipboard, Merge, OCR, Edit, and Delete.

Reordering documents by hand

You can drag a document row to a new position, or drag it onto a different Category or SubCategory header to re-file it there. Dragging onto a collapsed group hovers it open after a moment so you can drop inside it. After you drag, a Save button appears in the list header — the new order is not stored until you click it, and navigating away first discards the change. Reordering requires edit rights on the record.

Reordering by hand is only available when no sort is active. While a sort is applied you cannot drag documents to reorder them, and you cannot drop a file onto an existing document. If drag-and-drop appears to have stopped working, click Clear Sort and both behaviors return.

Searching within a record's documents

The magnifier icon in the list header opens Search Documents, which searches only this record's documents. You can search by contents (the full OCR text), Category, SubCategory, document name, file name, a page-count range, and created or changed date ranges. When there are matches, the Category tree is temporarily replaced by a green Search Results list — this is the usual reason a user reports that "all my categories disappeared." Each result shows the document and the page the match was found on, and clicking a result jumps straight to that page. Click the X on the Search Results panel to bring the normal Category list back.

Other list settings and details

The settings (gear) menu also offers Show Document Thumbnails, which adds a small thumbnail image to each row, and Prompt for Properties on Document Drop, which asks you for the Category, SubCategory, and name every time you drop in a file. Deleted documents appear with a salmon-colored background and are only shown when Show Deleted Documents is turned on, and only to users with rights to see them. The grey badge at the end of a row is the document's page count, which reads 0 until the document has been rendered. You can also drag a document out of the list onto your desktop to download it. All of these preferences — sort, columns, pane width, thumbnails, and the rest — are stored in your browser for about a month, so they are specific to the browser and computer you are using, do not follow you to another machine, and are reset if you clear your cookies.