Work with the documents table

The documents table is where you find a document, label it, and act on it. This guide covers the daily work: narrowing the table down, tagging, acting on several documents at once, and the actions on each row.

Find a document

Filter

A filter row sits beneath the column headers, and each column gets the control that suits it:

Title and Description are text boxes. They match any part of the value and ignore capitalisation, so typing msa finds "Acme MSA" as well as "msa-draft".
Type, Tags, Collections, and Owner open a popover you choose from. The Tags popover lists every tag in use; if the team has none, it says so.
Created offers a set of date presets.

Filters combine. Set more than one and a document has to satisfy all of them. Within the Tags filter alone, picking several tags matches a document carrying any of them.

While any filter is set, the Filter active indicator on the table is highlighted. Clear each filter from its own control — there is no single clear-all. In Cards view, the filters are gathered into one Filters window that has a reset.

Sort

Select a column header once to sort ascending, again for descending, and a third time to return the table to its default order. The header shows which way it is sorted.

Page through

Pagination sits at the bottom of the table: how many rows you are seeing out of how many there are, a Rows per page selector offering 10, 30, 50, and 100, Prev and Next, and the page number. Changing the page size keeps whatever rows you have selected.

Show more columns

Title, Type, Collections, Versions, Created, Status, and Actions are shown by default. Turn on Description, Tags, or Owner from the Columns menu in the toolbar.

When the team has no documents yet, the table still shows its headers and filter row, with a note in place of the rows.

Work with collection folders

When your team has collections, the table's rows group under collapsible folder headers, one per collection. Documents in no collection appear ungrouped.

Select a folder header to collapse or expand that group.
Use the expand and collapse control in the toolbar to do it to every folder at once.
Drag a row from one folder to another to change which collection the document belongs to.

Tag a document

The Tags column is not shown by default, so turn it on from the Columns menu first.

To add a tag, type it into the row's tag box and press Enter. It is stored in lower case and appears as a pill in the cell.
To remove one, select the × on its pill.
Typing a tag the document already carries adds nothing, whatever case you type it in.

You create, rename, merge, and delete the team's tags in the Organise overlay — see Organise documents.

Row actions in daily use

Each row's Actions cell carries:

Show latest version — opens the document's most recent version in a preview window: a Word viewer for a Word file, or a text view for text.
Upload new version — adds a file to the document as its newest version. See Upload documents.
Download — offers .docx and .md, each available only where the document has that format.
Other actions — a menu holding Open details, Duplicate document, Delete document, and, where enabled for your team, Edit document.

Delete document is offered to the document's owner or a team administrator. Confirm it and the row disappears.

Open details opens the document's detail panel. See View document details.

The processing status is not in this menu — it has its own Status column.

Act on several documents at once

Tick the checkbox on each row you want. A floating bar appears with the actions that apply to the whole selection, and a badge showing how many rows are selected. Select the badge, or untick every row, to clear the selection and dismiss the bar.

Your selection carries across all of your documents tables, so you can gather rows from more than one table before acting.

Action	What it does
Manage collection membership	Lists the team's collections with a three-state tick box each: ticked where every selected document is a member, dimmed where only some are, empty where none are. You can create a collection inline. Applying makes every addition and removal in one go.
Edit tags on selection	Lists the team's tags the same three ways. Tags already on your own documents come first. A filter box narrows the list; type a name that matches nothing and press Enter to queue it as a new tag, which is added to the team's vocabulary when you apply.
Download latest version	Asks for a format — .docx or .md — and downloads the latest version of each selected document, falling back to another available format where the one you picked is not. A summary reports how many succeeded and how many did not.
Clear relations	Removes the links between the selected documents and everything else. A window lists which kinds of link will go before you confirm.
Contextualise documents	Lists the selected documents and, on confirmation, sends them for contextualisation. Each row's Status shows the work in progress until the document is ready again.
Send to workflow	Offers the workflows available to your team. With two or more documents selected, you also choose between one run for the whole selection and a separate run for each document. A message confirms the dispatch, and you can watch progress on the Agents page — see Track agent runs.
Document navigator	Opens the navigator on the selected documents.
Delete	Deletes the selected documents once you confirm. You can delete documents you own; a team administrator can delete any of them. Anything you cannot delete is left alone.

Send to workflow appears only where dynamic workflows are enabled for your team.