Lists display the information in columns. You use the settings in the column heading to sort and filter.
For a video walkthrough that includes these features, refer to Searching for Documents (3 min).
This article contains the following sections:
- Filtering the Columns
- Filtering on a Date
- Filtering on Cabinet and Category
- Filtering on Users
- Filtering Documents on Partner and Manager
- Filtering as Include/Exclude on "List" Custom Fields in Clients and Jobs Views
- Other Filter Options
- Reset View to Clear Column Filters
- Number of Documents/Tasks in a Page
- Saving Layouts
- 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.
Sorting on columns only sorts on a single column at a time, the last one that was clicked. If you have sorted a column (ascending or descending) and then sort on a different column, this removes the prior sorting that was applied.
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.
Note: The Type Other allows you to filter on any other "unsupported" types of documents. This is useful, for example, if you need to delete these types of documents.
- 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. You can use the search at the top of the filter. In the following example, this is searching on "marshall".
In the Client filter, you can also click the No Client switch to set this to "On" and filter for documents that do not have a client assigned.
In Documents and Tasks lists where the column for users such as Owner or Assignee has been included, you can select those that do not have a user by setting Unassigned only as "On".
Where there are more than 15 entries than can be displayed in the filter, the Load More link displays.
- 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.
Note: You can 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 date columns, you can enter the filter as a Fixed Date Range, or select an operator to set the Date Range that is Relative to today.
Click the column name to display the Select Date Range.
Filtering on a Fixed Date Range
When Fixed is selected, click on both the Start Date and End Date and select a date for each of these from the calendar pop-up, then click OK.
For date columns, you can also use the selector to quickly set the Fixed Start Date and End Date.
Click the button next to the dates to display a list of selectors that can be used, for example, "1D" for one day, "2D" for two days, "WTD" for week to date, "1M" for one month.
Selecting one of these selectors sets the End Date as 'today' with the Start Date set accordingly and relative to today's date. For example, "2D" sets the End Date as 'today' and the Start Date as yesterday.
To clear a Fixed Date Range, click the column name again and click Clear in the Select Date Range pop-up.
Filtering on a Relative Date Range
When Relative is selected, you can select from one of operators which applies the date range as relative to today. The selection can be set, for example, as "Yesterday", "Tomorrow", "Last Week", "Next Week", "Older than 90 days", "Past", "Future".
If you want to display, for example, all documents that were modified yesterday, you would select "Yesterday" to set the date as starting and ending on yesterday's date. If you want to display all Tasks that have a due date in the next week, you would select "Next Week" and this sets the date range as starting from today and ending in seven days.
This is especially useful when saving views and for views used in Custom Processes so you can set up views that will always have the date range relative to today (refer to Saving Changes to the View Layout, Modifying and Deleting Views and Custom Processes using Views and Summary Notifications).
To clear a Relative Date Range, click the column name again and click Clear in the Select Date Range pop-up.
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.
When applying a filter to the Cabinet column, this also allows you to select "None" to filter on all documents that do not have a Cabinet selected.
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.
Filtering on Users
When using a filter for columns such as Created By or Modified By, you can set System only to show only those emails or document that have been created or modified by the System, such as when they are created by an Automation Process.
Filtering Documents on Partner and Manager
In the Documents list, you can include the columns for Partner and/or Manager assigned to the client to show these against the emails and documents in Documents lists. This can be used to create views for users to easily action client emails, and the views can be used in Automations.
Filtering as Include/Exclude on "List" Custom Fields in Clients and Jobs Views
In the Clients list and Jobs list, for any Custom Fields that hold a list of values (where the Custom Field is a Dropdown or a Checkbox) and they are included as a column, the Filter allows you to select one or more of the options as Include or Exclude.
For example, if you are setting up an Automation Process to send out an email and you need to ensure that the email is not sent to a client who is set with "Opt In" set to "No", you can filter the Client view on the "Opt In" Custom Field set to Exclude the value "No". This will then only include any that are set to Yes, or that do not have a setting, but will exclude any clients where Opt In is set to "No" .
In the following example, the filter will exclude any clients where the Client level is "Diamond".
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.
If you add columns to a view, where relevant you can filter on these. For example, when the, To, From or CC column is added to a documents list, you can filter on the To, From or CC email address in emails.
For these filters, enter the full text directly.
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 Saving Changes to the View Layout, Modifying and Deleting Views.