Using the Documents Lists

This article is an overview of using the Documents Lists,  available when:

  • viewing the Documents List.
  • displaying documents for a Client in the Client - Documents tab.
  • displaying documents for a Job in the Job - Documents tab.
  • viewing lists on your Home page, such as:
    • Home - My Recent
    • In Tray
    • My Edits
    • My Starred
    • My Approvals
  • when viewing Templates, Automation - Process History and Practice - Activity.

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.

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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 lists is the View Selector, used to display the Views that can be selected for that list. Default views appear at the top of the View selector with a divider, followed by all the saved views.

A View must have been set to Available For - Lists to be displayed in the View Selector. Views can be saved with custom Columns and Filters, and used in Custom Automations. Refer to Managing Views

Where there are more than 10 Views for the list, the View Selector displays with a scroll bar.

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The options available for a view are specific to what is displayed in the list.

For example, in a Documents list, you can select options 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" 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 include 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.

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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 auto size 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.

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The options 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.

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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.

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Autosize Columns

Click the Autosize Columns icon to display the options to pin that column or to set Autosize.

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All or any columns can be set to Autosize This Column. This expands 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.

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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.

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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.

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Click the Columns, Filters or Cabinet Explorer tab to expand the tab and display the selections and options for each of these.

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.

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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.

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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.

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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.

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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 of the list.

To select multiple Documents, click the checkboxes on the left-hand column of the list.

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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.

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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).

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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 the drop-down next to the checkbox in the column heading to select the option Select all.

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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 can then de-select individual Documents.

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 AWS).

Actions in the Toolbar

When one or more Document is selected in the list, the buttons display in the toolbar.

Displaying the Toolbar 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 toolbar is not visible. Refer to Using the Document Action Toolbar.

To display the toolbar 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.

    858_Veritcal_Ellipsis.gif

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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.

The Open in new tab option is only available when right-clicking on either the Client Group, Client, or Job links. Once clicked, the corresponding Client - Documents Workspace will be opened in a new browser tab. 

Saving Changes to a View

Changes to the layout can be saved as a View.

  1. 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 ticked to select it in the list.
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  2. 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.

  1. If needed, select a View that shows all the Documents you want to export.
  2. 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 ticked in the list.
  3. Select CSV Export to export the current Documents in the list to a .csv file (comma separated).

Refer to Exporting Lists.

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:

  • The number of Tasks pending
  • The user who is editing the document
  • The number of emails in the thread.

Refer to List Icons.

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