The Document List is a repository of all the documents created and submitted within an app. When a form has been filled out and submitted, it becomes a document ready to manage.
Document List Toolbar
Search
Search for specific documents or specific fields within documents based on keywords. When searches are enclosed in quotes, only exact matches are returned, potentially considering case sensitivity. Please note, that text fields with over 100 characters or those populated through integration are not indexed and will not appear in the search results.
Sort
Sorts Document List according to the criteria, or in ascending or descending order. You can add multiple criteria to setup hierarchical sort order as needed.
Columns
Adjusts which columns are visible or not visible in your Document List. For more information see the Adding Columns in the Document List article.
Views
Allows you to create custom Views with desired filters, columns, sort, etc. that can be accessed again. This is also where app administrators can configure the Default View for the app.
Please note, the saved views feature allows users to store up to 100 customized views for quick access. Once the limit of 100 saved views is reached, you will need to delete an existing view before adding a new one.
As an App or Product Administrator you can save Views as a Public View upon creation to share with all users if desired. After setting up your desired columns, filters, and sort when you click Views to save you'll see an option to 'Make Public' which will then show as a standard view to all users. Admins will see all views tagged with an eyeball icon (not crossed out) indicating it's a pubic view. Other non-admin users will see text indicating which views are published by an Admin. Users and Admins also have the option to Update with current settings option to update the saved view with the current selections. More information in the Creating Custom Document List Views article.
Filter
The filters allow you to narrow down the results in the Document List based on entered filter criteria. More information can be found in the Document List Filter article.
Export
Export gives you the option to export data into a CSV file. When you click on Export you'll be given the below options:
- Current View: It will only export the current selected columns and filtered results in the generated CSV.
- All Data: It will export all data and all fields in the generated CSV regardless of columns and filters selected.
Additionally, you can export the data for one document in a plain text file by going to that document's page and clicking Export on the right side of the page.
Share
Provides a shareable link to allow other users to view your saved filters in the Document List. Your users will see the view, the columns, and the filters you're seeing at the time you use the share link. Only people who have access to the app and the data will be able to view the content. Access and permissions can be adjusted in the app permissions section (see App Permissions).
New
Directs to a new form document to complete.
Batch Actions
You can perform actions on multiple documents at the same time from a Document List.
To select documents, use the checkbox next to each document row. You can also use the checkbox in the document list header to select all documents on the current page. After making a selection, a toolbar appears at the bottom of the page with the actions available to you.
Available actions depend on your permissions and may include:
- Duplicate – Create copies of multiple documents at once.
- Delete – Delete multiple documents in a single action.
Select All Matching Documents
If your Document List contains multiple pages of results, selecting the header checkbox gives you the option to select all documents that match the current filter, not just the documents shown on the current page.
The selected document count updates automatically so you can confirm how many documents will be included in the action.
Note: Batch actions are limited to 500 documents at a time. To process more than 500 documents, complete the action in multiple batches.
Duplicate Documents
When you select Duplicate, you'll be asked to confirm the action before processing begins.
Document duplication runs in the background and may take several minutes when duplicating a large number of documents. You'll receive a notification when the process starts and another when it's complete. Newly created documents can be found in My Documents > Drafts.
Delete Documents
When you select Delete, you'll be asked to confirm the action before any documents are deleted.
Deleting a document removes all versions of that document, terminates any active workflows, and records the action in System History for auditing purposes.
Comments
0 comments
Article is closed for comments.