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.
• when viewing an Employee - Documents tab (available to practices on the Elite plan only)

The following is an example of the Documents list. A count of the rows in the current list is displayed 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

The View Selector is available at the top of Document Lists, and is 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.

The views available to select will depend on the List being viewed. For example, in a Documents list, you can select options such as:

• Active
• 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")

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 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 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 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 Lists and Adding, Removing, and Moving Columns in Lists.

List Icon

The List icon is displayed as three vertical dots.

Click on the icon to display the available options.

The options displayed are used to pin and autosize columns.

Autosize columns

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.

Filter Icon

The Filter icon is displayed as a funnel with three horizontal lines. If the icon is not displayed in the column heading, that column cannot be filtered.

Tick and untick options to filter as required, or click Reset to return to the default settings.

When a column has been filtered, the Filter icon will be displayed in green.

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, and Moving Columns in Lists.
• For details on using the Filters tab, refer to Sorting and Filtering 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.

Displaying the Template used to create a document

The Template column can be added to the Documents List to display the Active, Draft or Archived Template that was used to create a document.

The Template column displays the Template name:

• For FYI Admins and users with Templates permission, Active, Draft and Archived Template names are displayed as a clickable link that opens the Template Workspace. 
• For Standard users: 
  o    Active Templates are displayed as clickable links. 
  o    Draft or Archived Templates are displayed as text only and are not clickable. 
• Draft templates will display “Draft” in grey next to the Template name
• Archived templates will display “Archived” in yellow next to the Template name

Documents that were not created from a Template display a blank value in the Template column.

Note: For practices on the Elite plan, reports created before 22 May 2026 do not display the template name value.

Resetting the List

When any columns have been sorted or filtered, any changes have been 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.

Opening the Client, Client Group or Job Workspace

From the Documents lists you can open the workspace for a Client by clicking on the 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 the Jobs Workspace.

Selecting Documents in a List

To select one or more documents in the list, click the checkbox on the left-hand side. 

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 deselect them.

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.

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 deselect individual Documents. 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 AWS).

Actions in the Toolbar

When documents are not selected, the toolbar displays a list of buttons that can be used to quickly filter the list. If an option is enabled, the icon will be displayed in green.

When one or more documents are selected in the list, a variety of buttons are displayed in the toolbar. The buttons displayed vary depending on the number of documents selected and the type of documents. Refer to Using the Toolbar Actions.

An example of the toolbar is displayed below.

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 Toolbar Actions.

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.
  

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. 

Displaying the Documents by Partner and Manager Assigned to the Client

The Partner and Manager who is assigned to the Client can be displayed for emails and documents in the Documents lists. These are added as additional columns. You can also sort and filter the Partner and Manager. Refer to Adding, Removing, and Moving Columns in Lists.

Saving Changes to a View

Changes to the layout can be saved as a View.

1. Click the View Tools button 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 selected in the list.
   
2. Select Save view.

When a Document List Filing Status column is filtered to include "Draft" and the view is saved, a warning will appear to inform users that only FYI Admins can view the Draft documents directly, or users with access to drafts via their In Tray.

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.