Room Documents List

When a Folder is selected, all documents in it will be displayed as a list to the right of the Folders List on Documents grid.

How can I add or remove columns from this list?

You can easily access a quick tutorial by clicking the option "Add Columns to Document List" on the top right corner of the grid.

To add new columns, just right click on any Column Name, select "Column Chooser" and drag a column name to the place where you want this column to be displayed.  When up and down arrows are displayed, just drop the column.  

If you want to remove columns in order to display less information, right click any column name, select Column Chooser and drag and drop the column into the list.  Another way is by right clicking on the column and selecting the Hide Column option.

Filtering rows on Documents List

If you need to filter documents on the grid, just type  a value in the filter row just below the Column's Name. The filtered value will be displayed in green.

Just press Clear option on the left  to remove the filter and display all documents again.

Sorting rows on Documents List

When you enter the room, it will be sorted by Family ID by default but you can change this selection at any time.

• Family ID and Family Main Date quick sort options (buttons shown at the top of the grid), are only shown when room is Ediscovery.
• Family ID: will sort the grid by Family ID then Doc ID.
• Family Main Date: will sort the grid by Family Main Date then Family ID.
• Doc ID will be always added at the end of the sort criteria, unless the sort itself has Doc ID in it
• If user chooses to sort on a specific column in the grid it will clear this Family sort option.  It will also automatically add the "Family ID" as a secondary sorting parameter to whatever other column they're sorting.

What can I do on Documents List?

If you hover the File Name of a doc, you will see the icon.  When clicked, File Information panel is opened.

If you have the appropriate permissions, you can perform all the actions explained below.  You can right click the doc or just hover File Name column and use the context menu.

View Documents In New Page: each document selected is opened in a new browser tab.  Previous and Next arrows, Production and Viewer dropdowns and Toolbox Mode button are not shown.

Copy selected Doc Ids: the doc ids from all documents selected are copied to the clipboard comma separated.

Sharing

• Share Documents: if you want to allow other users to see documents even when they don't have access to the room's folders; you can select one or multiple documents, right click and share.  You can also find the quick access icon on File Information panel.  This option is only shown on rooms (not templates).  For more information, please refer to Sharing Documents.
• Copy Link to Selected Documents: allows the user to copy the selected documents' IDs.  This URL can be later pasted on another browser tab and will open the room filtered by those documents.  The "Linked Documents" folder (shown on top of root folder) will contain all documents you can access in the Room, that are responsive to the selection. 
  • Deleted documents without copies, are not listed.  The same happens with documents from Shared with me folder that have expired.

Download: documents can be downloaded in PDF version or in their Native version.  Same option is available through a quick access icon on File Information panel.  For more information, please refer to Downloading Documents and Folders

Rename/Delete

• Rename: allows editing the document's name.  Same option is available through a quick access icon on File Information panel.
• Delete from Folder: if you want to remove a document from a folder, you can right click on it and select Delete option or you can drag and drop it directly to Recycle Bin on Folders List.  Also available through a quick access icon on File Information panel.  This option is Not available from special folders.  When the doc is selected from Recycle Bin folder, this option is replaced with Restore.
• Delete From Room: This option is used when you want to delete a document and all its copies in other folders of the room. (Only Admins and Power Users)

Manage Versions

• Upload New Version

• Version History: the user needs to have either Manage Permissions or See Versions permission to have these options.  For more information, please refer to Document Versions

Mass Code / Tag

• Mass Code: allows the user to select multiple documents and assign / remove codes from all of them at the same time.  For more information, please refer to Tagging Documents.
• Mass Tag / Untag: allows the user to select multiple documents and assign / remove tags from all of them at the same time.  For more information, please refer to Tagging Documents.

Mark As Unread: right after a document is uploaded, it's displayed in bold to indicate this document is unread.  Once you select this document, it will unbold to indicate it was read.  Later on, at any time, you can mark a document as unread and it should be displayed in bold again.

Security

• Quarantine: if user is admin or has "Unquarantine" permission, Quarantine option will be displayed. When a document is quarantined, a copy of it will be displayed in "Quarantined" folder.  Users not having "Unquarantine" permission will not be able to see the document's file name or content on the viewer.  If the doc is already quarantined, Unquarantine option will be shown instead.  For more information, please refer to Quarantine/Unquarantine Documents.
• Change Automatic Deletion Dates: if user is admin and the room has Automatic Document Deletion enabled, this option will be displayed for all documents from all folders except Recycle Bin.
  • Flagged for Deletion Date: when this date is met, the document will be moved to Pending Automated Deletion folder.  On Pending Automated Deletion folder, when it's changed to any date different from Today, the doc will be moved back to the folder it originally belonged to.
  • Actual Deletion Date: when this date is reached, the document will be deleted from Pending Automated Deletion folder, and therefore, from the room and File Server.

Processing

• OCR Documents: this option is enabled when text can be scanned using Optical Character Recognition. Only PDF, AI, PNG, JPG, BMP, TIF and HEIC files are OCRable.

• Extract Archives: this option allows an administrator to extract compressed files or emails and display the files contained within/attached.  If the archive or email is included in any production (numbered or not), it can't be extracted.
• Precache: this option allows an admin to run Precache task on the selected document.  This option will be enabled even though this task was already executed for this document.  When selected, the "Ignore Precache Timeout" option is displayed.
• Slipsheet: if user is admin this option will be displayed only if the document that has Not been numbered or produced. When marked as slipsheet, the viewer will show the slipsheet version instead of the native one.  If the doc is already slipsheeted, Unslipsheet option will be shown instead.  For more information, please refer to Slipsheet/Unslipsheet Documents
• Overlay PDF Image: if user  is admin, he will be able to replace the "viewable" version of the document with a PDF file only if the document is not redacted or in a numbered production. It does not affect the underlying native file. Note: the overlayed PDF is not indexed, so it will not be considered in search results.
• Provide Password: This option will be shown only on documents that are password protected and haven't been decrypted yet. Please refer to Decrypting Password Protected Documents.
• Export Report: all Documents in a folder can be exported as a list either to Excel or PDF.
• Update Translation:  Users with admin permission can upload a translation to a document. This translation will be able to be displayed from a dropdown on the viewer. Please refer to Adding Document Translations.

Other Actions

Move Documents: if you want to move a document from one folder to another you need to have Manage Permission on those folders or the entire Room.  To do so, you just need to drag and drop the document to the destination folder.

Documents from Data Sources and Import folders cannot be moved, they can only be copied to work folders.

Copy Documents: you can create a copy of a document in a different folder if you have Manage Permission on those folders or on the entire Room.  You just need to drag and drop the document to the destination folder and check the option "Copy documents instead of move".  You can also select the document, press Shift key, and drag and drop the document to the desired folder.

Language Detection: 

Action Buttons

A button bar can be shown at the bottom of Documents grid by checking the option "Show Action Buttons" on the top right corner of the grid.

The buttons on this bar will be enabled or not depending on the user's permissions and the folder the user is accessing the document from.

This bar allows the user to access some actions in a more straightforward way.

• Upload Documents: this option will open File Selector to select the files to upload.  For more information, please refer to Uploading Documents & Folders.
• Download: Download Options window will be displayed in order to download the selected files. Please refer to How do I download documents and folders? for more information.
• Quick Rename Mode: When this button is clicked, File Name field will display a green border to indicate that File Names can be edited. Once all changes have been made, the user clicks again on "Quick Rename Mode" button to disable this mode and to save changes made on File names.

Layout

• Reset Grid Layout: this option is displayed for all users.  When resetting the layout, Default layout will be displayed.
• Save Grid Layout: every User can save their own Documents grid layout.  This layout should save the columns displayed, their order and sorting as well as the column width.
• Reset Default Grid Layout: Site Admins Only can reset the "Default" Documents grid layout.
• Save Default Grid Layout: Site Admins Only can save a "Default" Documents grid layout.  It should save the columns being displayed, sorting and width.  New users should see this "Default Documents grid layout" when they login, until they save their personal/customized layout.