Lists display the information in columns. You use the settings in the column heading to sort and filter.
- Click the down arrow in the column heading (to the right of the column name) to sort that column in ascending order.
- Click the up arrow in the column heading to sort the column in descending order.
The sort order that has been applied displays in bold.
To restore the original sort order, click again on the arrow that displays in bold.
The order in which the sorting is applied is from left to right. You can click a column heading to drag and drop columns to change the order in which columns display within that list. This will then affect the order in which the documents are sorted. For example, you can move the Modified By column to the left of Modified On to sort first on the person who modified the document and then the date/time it was modified. Refer to Adding/Removing/Moving Columns in a List.
Filtering the Columns
Any column that can be filtered displays a Filter dot in the column heading (to the left of the column name). In the following example, a filter can be applied to Type, Client or Year. When the Filter dot is grey, no filters have been applied to that column.
To display and change filters:
- Click the heading name.
The Add/Remove pop-up displays.
- To add a filter, click the - (minus).
You can select more than one value to filter on.
Any filters that have been applied display with a green tick. The following example shows the filter for the Document Type where Email has been selected.
You can also use the search at the top to search for the value on which to filter.
- To remove a filter, click the green tick icon.
To clear all the filters, click the clear link at the bottom.
The following example shows the Add/Remove Filter for the Client column. This includes the client Email for extra information.
Where there are more entries than can be displayed in the popup, the Load More link displays.
You can also click the No Client switch to set this to "On" and filter for documents that do not have a client assigned.
- Click OK to apply the filters for that column.
You can apply filters to more than one column.
- On the list, when a Filter dot is green, filter(s) have been applied to that column. You can use the Reset View option in the View Tools (see below) to clear any filters you have applied and reset it to the default filters.
Filters Applied Icon
When any filters have been applied (in addition to any set by default for that view by FYI) the Filters applied icon displays on the right-hand side of the column headings.
Note: The Filters applied icon displays even if filter(s) have been applied and the filtered column(s) are not currently selected in the list. This is useful if the documents in the list do not show what you expect. Use the Reset View option in the View Tools to clear any filters and reset it to the default filters.
Filtering on a Date
For a date column, you can enter a date range as the filter.
Filtering on Cabinet and Category
In the Documents list and Clients - Documents, if you apply a filter to the Cabinet or Category column, the View name in the View button is replaced and displays the filters you have selected. The following is an example where the filter "Directors Files" has been applied to the Cabinet column and 2019 and 2020 have been selected as the filters for the Category column.
In the Documents list and Clients - Documents, you can also use the Filter Drawer to filter on Cabinets and Categories. This lets you retrieve documents in a similar way to selecting folders in Windows Explorer. Refer to Filter Drawer.
Other Filter Options
If relevant for a list, there may be other options in the filters. For example, in the Assignee column for Tasks lists, this has a switch for "Unassigned Only" to display only tasks that have not been assigned to a user.
Reset View to Clear Column Filters
To clear any of the column filters you have applied, click the View Tools button which is at the end of the column headings, on the right-hand side of a list. Click Reset View.
Number of Documents/Tasks in a Page
You can configure the number of documents/tasks that display in a list. This can be selected as 25, 50 or 100 in the per page drop-down. The more documents/tasks included in a page, the more time it takes load the information.
You can save the changed layout using Save View. Refer to Custom Views - Saving Changes to the View Layout.