This article is an overview of using the Documents Lists. This applies to the Documents List and also, when displaying a Documents for a Client in the Client - Documents tab or for a Job in the Job - Documents tab. This also applies to lists in your Home page such Home - My Recent, In Tray, My Edits, My Starred and My Approvals, and to Templates, Automation - Process History and Practice - Activity.
This article contains the following sections:
- Documents Lists Views
- Refreshing the Documents List
- Scrolling the Columns Left and Right
- Using the Documents Lists
- Using the Mine Button
- Displaying Starred Documents
- Displaying Documents of Clients for My Partner
- Displaying the Documents by Partner and Manager Assigned to the Client
- Opening the Client, Client Group or Job Workspace
- Selecting Documents in a List
- Actions in the Tool Bar
- Displaying the Tool Bar as a Pop-up Menu
- Saving Changes to a View
- Exporting a List
- List Icons
The following is an example of the Documents list. A count of the rows in the current list displays in the top right-hand corner.
Note: When scrolling through the documents in a list, depending on the number currently shown, there may be delays in loading the list if you scroll too far ahead. A message displays that the Documents are "loading". It is recommended that you scroll at an appropriate speed to allow the list time to load.
Documents Lists Views
At the top of the Documents lists is a drop-down which shows the Views that can be selected for that list.
Where there are more than 10 Views for the list, the View selector displays with a scroll bar.
The options available for a view is specific to what displays in the list. For example, in a Documents list, you can select options such as such as "All" (which is the default), "Deleted", "Emails -Sent", "Emails -Received", "Emails - Draft", "Mail Register - Sent", "Mail Register - Received", "Mail Register - Draft", "Workflow - Pend. Approval", "Workflow - Pend. Signature" (where the workflow Status is "Pending Client Signature"). Whereas in a Task list, you can use the view drop-down to select a view such as "Incomplete Tasks", "My Tasks".
In the Documents lists, the "Emails -Sent" or "Emails - Received" views display the view with the Delivery column. This shows whether the email was sent or received. "Emails - Draft" displays all emails that are still in draft.
You can use the Mine button to display documents where you are the Owner. Refer below to Using the Mine Button.
The Mail Register views show the delivery status of all non-email documents. "Mail Register - Sent" and "Mail Register - Received" are registers of all non-email documents that have been sent or received. "Mail Register - Draft" is a register of all non-email documents that have a Delivery status of "Draft" that is or blank. Refer to Emails Sent, Received and Draft and Mail Register Views.
Mail Register - By Reference. You can set up a view to display all non-email documents and includes the FYI Reference number. Refer to Unique Document Reference Number.
The Workflow views include the Workflow column and some have filters applied such as "Pending Approval" or "Pending Client Signature".
Depending on how this has been set for your own practice, the view you select in a particular list will be the default for the rest of the session, or when you log out and log in again. Refer to Sticky Views.
Refreshing the Documents List
If you need to refresh the Documents list, to show any updated information, click Refresh.
Scrolling the Columns Left and Right
Where a lot of columns are displayed in the selected view, you can use the scroll bar at the bottom to scroll the list left and right.
Using the Documents Lists
You can use the column headings to sort that column and use the options to pin or autosize columns.
From the column headings you can also filter that column and include or exclude columns in the list. Refer to Sorting and Filtering Documents Lists and Adding/Removing/Moving Columns in the Documents Lists.
List Icon
Hover over a column heading and click the List icon.
The options display that are used to change the Filters for that column, the Autosize columns, or to change which Columns are included in the list.
Initially, this displays the Filters settings for that column. Refer to Selecting Filters from the Column Heading in Sorting and Filtering Documents Lists.
When clicking the List icon, the option that was last selected for any of the columns (that is, the Filters, Autosize Columns or Columns) is re-displayed.
To change the columns that are included in the list from the menu in any of the column headings, click the Columns option. Refer to Adding/Removing/Moving Columns in the Documents Lists.
Autosize Columns
Click the Autosize Columns icon to display the options to pin that column or to set Autosize.
Autosize This Column/Autosize All Columns
All or any columns can be set to Autosize This Column. This sets the column width(s) to automatically fit the contents.
You can also select Autosize All Columns to set the widths of all the columns currently included in the list to automatically fit the contents.
Unless you save the view with the column(s) set to Autosize, leaving the list or selecting a different view resets the column(s) back to the default width.
Pin Column
One or more columns can be set to Pin Column so it is "pinned" to the left or right of the list. This keeps the pinned column(s) displayed when scrolling left or right so they are always visible. This is similar to the Freeze Panes feature in an Excel spreadsheet.
When any columns are pinned, they display with a vertical line in the list.
Dragging the Column Headings to Change the Column Width
You can drag the edge of the column heading to increase or decrease the column width.
Using the Columns, Filters and Cabinet Explorer Tabs
On the left-hand side of the lists are the Columns and Filters tabs. Documents lists also include the Cabinet Explorer tab.
Click the Columns, Filters or Cabinet Explorer tab to expand the tab and display the selections and options for each of these.
- For details on using the Columns tab, refer to Adding/Removing/Moving Columns in the Documents Lists.
- For details on using the Filters tab, refer to Sorting and Filtering Documents Lists.
- For details on using the Cabinet Explorer, refer to Using the Cabinet Explorer.
Click on Columns, Filters or Cabinet Explorer again to collapse the tabs.
Resetting the List
When any columns have been sorted or filtered, or any changes made to the columns that are shown, or if you have entered any search criteria, you can reset the list to the default settings of the selected View by selecting Reset View from the View Tools.
Using the Mine Button
You can set the Mine button on the Documents or Clients - Documents lists to display any documents or emails that have your name recorded as Owner.
Displaying Starred Documents
You can set the Starred button on the Documents or Clients - Documents lists to display any documents or emails that you have marked as Starred. Refer to Marking and Displaying Starred Documents.
Note: Starred functions are available for practices on the Intermediate and Pro plan. Refer to Subscribing to an FYI Plan.
Displaying Documents of Clients for My Partner
The name of the Partner associated with a user can be selected in their User Profile (refer to Managing Users). When you have a Partner assigned in your User Profile, you can use the Show documents of Clients for My Partner function in document lists to display the documents of the clients for your partner. This function is also available in lists such as Home - My Recent, My Edits, My Approvals.
Displaying the Documents by Partner and Manager Assigned to the Client
The Partner and Manager that is assigned to the Client can be included against the emails and documents in Documents lists. These are added as additional columns. You can also sort and filter the Partner and Manager. Refer to Adding/Removing/Moving Columns in the Documents Lists.
Opening the Client, Client Group or Job Workspace
From the Documents lists you can open the workspace for a Client by clicking on Client Name in the list. Refer to Displaying Information for a Client.
You can open the workspace for a Client Group by clicking the Client Group name. Refer to Displaying Information for Client Groups.
You can also open the workspace for a Job by clicking the Job name. Refer to Displaying Information for a Job.
Selecting Documents in a List
To select a single Document in the list, click the checkbox on the left-hand side.
To select multiple Documents, click the checkboxes on the left-hand column of the list.
You can also select consecutive Documents in the list by pressing the Shift key on your keyboard and then clicking the first and the last.
Selecting Multiple Documents in the List
You can also click the checkbox in the column heading to select multiple Documents. This function is useful if you have filtered the list to show only what you want to select, for example, if you want to use Bulk Update on certain Documents.
Clicking the checkbox in the column heading selects the first 50 Documents that are displayed in the list. You can then use any relevant functions for the selected Documents (such as Bulk Update, or functions that are relevant for the current list).
If required, you can click on the checkbox next to any individual Documents to de-select these.
To cancel all the selections, click the checkbox in the column heading or click Cancel.
Select All
You can use drop-down next to the checkbox in the column heading to select the option Select all.
This selects all the Documents currently displayed in the list. Up to 10,000 Documents can be selected in this way. When Documents have been selected in this way, you cannot then de-select individual Documents so the selection is displayed as greyed out. You still have access to any relevant functions such as Bulk Update.
To cancel all the selections, click the checkbox in the column heading or click Cancel.
Note: For Documents, Select All is for Bulk Update and cannot be used to export selected items. To export selected items, you can select them using the checkboxes. You can also use Bulk Export (refer to Exporting Documents and Bulk Export).
Actions in the Tool Bar
When one or more Document is selected in the list, the buttons display in the tool bar.
Displaying the Tool Bar as a Pop-up Menu
You can also display the tools as a pop-up menu. This is also useful if you have scrolled down and are working on something that is at the bottom of the list so the tool bar is not visible. Refer to Using the Document Action Tool Bar.
To display the tool bar functions as a pop-up menu:
- Right-click over an email, document, task or job in a list.
or - When hovering over an email, document, task or job in a list, a vertical ellipsis icon displays next to the name. You can click this to access the tools from the pop-up menu in the same way as right-clicking over the item.
You can also copy a value from the pop-up menu. Copy copies the value that the mouse is currently over when you right-click (for example the Document Name) to the clipboard. Right-click over the value and select Copy from the pop-up menu. Ctrl+c can also be used to copy a value.
Saving Changes to a View
Changes to the layout can be saved as a View.
- Click the View Tools button which is at the end of the column headings, on the right-hand side of a list.
Note: The View Tools are not available if a Document is checkmarked to select it in the list.
- Select Save view.
Refer also to Saving Changes to the View Layout, Modifying and Deleting Views.
Exporting a List
You can export the current Documents in the list to a .csv file.
- If needed, select a View that shows all the Documents you want to export.
- Click the View Tools button which is at the end of the column headings, on the right-hand side of a list.
Note: The View Tools are not available if any Documents are selected and checkmarked in the list. - Select CSV Export to export the current Documents in the list to a .csv file (comma separated).
List Icons
Lists use icons to provide additional information about documents, emails and tasks.
Hovering the mouse pointer over the icon displays a description and additional information, such as:
- Number of Tasks pending
- User who is editing the document
- Number of emails in the thread.
Refer to List Icons.