You can sort and filter the information in the Documents list.
When a sort order or filter has been applied to a column in the default or saved view that is currently shown, or when you apply a sort or filter, this is indicated in the column heading.
- The up arrow or down arrow shows if a sort has been applied.
- The Filter icon shows if a filter has been applied to a column.
In the following example, both a Filter and a Sort have been applied to the Name column.
Sorting
Sort is available for relevant columns.
- Click the column heading to sort that column.
This initially sorts that column in ascending order.
- Click the column heading again to sort the column in descending order.
- To restore the original sort order, click the column heading.
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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.
Filters
Filters can be applied:
- From the Filters tab on the left-hand side.
- From the Filters option in the Column Heading for the relevant column.
As you make your selections, the list updates automatically to reflect the filters. You can filter the list on a column even if that column is not currently displayed in the list.
Note: Filters are not relevant for certain columns, including Jobs.
Selecting Filters from the Filters tab
- Click the Filters tab on the left-hand side of the list to expand this. The width of this section of the lists can be dragged left or right.
- The Filters tab displays a list of all the columns that can be filtered.
Note: Filtering on Jobs is not available from the Documents view
The columns that are included in the current list are displayed in the Filters tab in alphabetic order.
The Filter icon displays next to any columns that currently have a filter. In the following example, the view is filtered on the Client column.
At the top of the Filters tab you can use the Search to find a column. Then click to expand the column you want to apply the filter to. In the following example, the search has been entered to find all columns that start with "Mod".
- Click to expand the column that you want to apply a filter to.
- From the expanded column, click to select or de-select any of the values as required. De-selecting the (Select All) in a Filter, removes all the items in the Filter list so you can then select only the values you want.
- You can search for values in the Filters by entering the search text at the top of the expanded Filter. Enter the search text and press the Enter key.
- Click Reset in the expanded Filter to select all the values. This is the same as clicking Select All.
Selecting Filters from the Column Heading
- Make sure the relevant column is included in the list (refer to Adding/Removing/Moving Columns in the Documents Lists).
- Hover over the heading of the column for which you want to apply the filter and click the List icon.
- The Filters option is initially displayed.
When displaying options in the column heading, the option that was last selected for a column (that is, the Filters, Columns or Autosize Columns) is re-displayed so you may need to click the Filters option if this is not the option you last selected.
- The Filters option in the column heading displays the values for that column that can used as the filter. Click to select or de-select any of the values as required.
- You can use the Search at the top of the Filters to search for values.
Enter the search text and press the Enter key. - Click Reset in the expanded Filter to select all the values. This is the same as clicking Select All.
Filtering on Name in the Documents List
When applying a Filter to the Name column in the Documents list, the Filter is always added with the qualifier "Contains".
The following is an example of filtering where the Name contains the text "tax".
In the Documents list, adding a filter for the Name column also automatically adds this as the search criteria in the Search Documents field.
When displaying filters from the Filters tab on the left-hand side of the list, and entering a filter for a text column, this is used in the same way.
Using Search in the Filters
When using the Filters for relevant types of columns, you can use the Search to apply a filter. For example, when adding a Filter for the Client Group, you can use the Search in the Filter to enter all or part of the Client Group.
Note: You need to press the Enter key to accept the selection found by the search in the Filter
This automatically selects the values and applies these as the filter.
The search is refined as you type additional characters and when you press the Enter key, the list is displayed using the search entered in the filter for that column.
The search is used in the same way when displaying the filters from the Filters tab.
Filtering on a Date
For date columns, you can enter the filter as Fixed, and enter a fixed start and end date, or as Relative and select an operator to set the Date Range that is relative to today.
Click the Filter option on the date column.
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.
For Fixed, you can also use the selector to quickly set the Fixed Start Date and End Date.
Click the button next to the Start Date End Date options 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 Start Date relative to today's date. For example, "2D" sets the Start Date as yesterday. You can then set the End Date by clicking on it and selecting a date from the calendar pop-up.
Note: Selecting "Last Week" will find Documents that were modified in the last 7 days from "yesterday".
To clear a Fixed Date Range, click the column name again and click Clear in the Select Date Range pop-up.
The filter on a Date column is used in the same way when setting a Fixed filter from the Filters tab.
Filtering on a Relative Date Range
When Relative is selected, you can select from one of the operators to apply the date range as relative to today. The selection can be set to:
- Today
- Yesterday
- Tomorrow
- Last Week
- This Week (Mon-Sun)
- Next Week
- This Month
- Last Month
- This Quarter
- Last Quarter
- This Financial Year
- Last Financial Year
- Older than 90 Days
- Past
- Future
- Custom
If you want to display, for example, all documents that were created yesterday, you would select "Yesterday" to set the date as starting and ending on yesterday's date. If you want to display all documents that were created in the last week, you would select "Last Week" and this sets the date range as starting from seven days ago and ending today.
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, display the Filter again and click Clear.
The filter on a Date column is used in the same way when setting a Relative filter from the Filters tab.
The Custom Relative Filter option allows you to return results based on a specified number of days, weeks, or months relative to the current date.
When entering a Custom filter, you will be prompted to enter a numeric value, for example, 2. Negatives can be added by using the hyphen prefix e.g. -3.
The range can be selected from a drop-down, with the values Days, Weeks, or Months.
The last field is used to determine whether it should be an Exact date, or a date range using the Between option.
In the example below of -2 days, if today's date was the 23rd of November, selecting "Exactly" would return results for the 21st of November only. Selecting "Between" would return all results for the 21st - 23rd of November inclusive.
Filtering on "(Blank)"
When applying a filter to relevant columns you can select "(Blank)" to filter on values that are empty.
The following is an example in the Documents List of the filter for Client which allows "(Blanks)" to be selected to filter documents that have no Client selected.
Filtering on Users
When using a filter for columns such as Created By or Modified By, you can select "(System)" to filter on anything that has been created or modified by the System, such as when they are created or modified by an Automation Process.
Resetting the View to Clear Column Filters and Sort Orders
You can clear any of the column filters or sorts you have applied, and reset it to the filters and sort order in the selected view.
- 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.
Saving Layouts
You can save the changed layout using Save View. Refer to Saving Changes to the View Layout, Modifying and Deleting Views.