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Navigating the Documents module
Who is this article for?Users accessing the Documents module.
Documents module access is required.
When you first access the Documents module, you will be taken to the Documents list. From here, you can search, filter, and interact with any record you have the permission to view.
Opening a Document will take you to the Document Details view where you can see additional information about the record.
This article shows you how to effectively work with each of the views.
1. List view
This default view displays a paginated list of all Document records on your system.
You can use the bar above the list to filter the list or view Document actions, and the bar below the list to navigate between the pages.
1.1. Search
To search for a specific Document:
- Select the search bar.
- Enter the Document Number or Title.
- Click Search.
The list will refresh, displaying only Document records that match your search parameters.
1.2. Filters
There are a few different filters you can apply to the list to help you view the Document records you're after.
Column filters allow you to display results that meet specific criteria.
Filter builder allows you to create more complex filters using additional operators. This is particularly useful if you need to filter a single field for multiple values. For example, filtering the revision number to show all records that are in revision 2 or 3.
Register filter allows you to switch between the different Document registers:
- Active refers to Documents that are live and in active use.
- Draft refers to new Documents or in-progress revisions of existing Documents.
- Draft Approved refers to new Documents or revisions of existing Documents that have completed approval and are awaiting activation.
- Inactive refers to revisions of existing Documents that have been replaced by a new version.
- Obsolete refers to Documents that are no longer in active use.
2. Document Details view
To open the Document Details view, click the Document record in the list view. From here, you can view all information specific to the file.
Each tab contains unique information about the record.
| Tab | Description |
| Document | Displays details such as the Owner, Author, etc. |
| Viewer | Displays the Document content. |
| Approval | Displays tools for Approval cycles to be created, modified, and completed. |
| Distribution | Displays list of groups/users who will be notified when a change is made to the Document. |
| Change Requests | Displays tools for the Owner to respond to update requests for the Document. |
|
Review |
Displays a list of all reviews performed on the Document. |
| Revision History | Displays a list of all previous revisions of the Document. |
| Properties | Displays additional details, such as Notes, Links, etc. |
1. List view
This view displays a list of all Document records on your system.
You can use the left pane and the bar above the list to filter the list or view Document actions.
1.1. Search
To search for a specific Document:
- Choose a Type from the dropdown.
- Choose an Owner from the dropdown.
- Enter Keywords.
- Click Search.
You don't have to fill out all fields to return results.
The list will refresh, displaying only Documents that match your search parameters.
1.2. Filters
There are filters you can apply to the list to help you view the Document records you're after.
Register filter allows you to switch between the different Document registers:
- Active refers to Documents that are live and in active use.
- Draft refers to new Documents or in-progress revisions of existing Documents.
- Draft Approved refers to new Documents or revisions of existing Documents that have completed approval and are awaiting activation.
- Inactive refers to revisions of existing Documents that have been replaced by a new version.
- Obsolete refers to Documents that are no longer in active use.
- Change Requests refers to Documents that have outstanding change requests.
2. Document Details view
To open the Document Details view, click the Document record in the list view. From here, you can view all information specific to the file.Each section contains unique information about the record.
| Section | Description |
| Distribution | Displays list of groups/users who will be notified when a change is made to the Document. |
| Change Requests | Displays tools for the Owner to respond to update requests for the Document. |
| Review History | Displays a list of all reviews performed on the Document. |
| Revision History | Displays a list of all previous revisions of the Document. |
| Approved By | Displays list of users and their approval responses/comments. |
| Properties | Displays additional details, such as Notes, Links, etc. |