The documents table
The documents table lists your team's documents. The Documents page starts with one table, called Documents, and you can add more; each table has the chrome described here, and keeps its own columns, filters, and sort. See Manage document tables.
Columns
| Column | Shows | Default |
|---|---|---|
| Title | The document's title. | Shown |
| Type | The document's type. | Shown |
| Collections | The collections the document belongs to. | Shown |
| Versions | How many versions the document has. | Shown |
| Created | When the document was created. | Shown |
| Status | How far the document has got through processing. | Shown |
| Actions | The row actions listed below. | Shown |
| Description | The document's description. | From Columns menu |
| Tags | The tags applied to the document, editable in the cell. | From Columns menu |
| Owner | Which team member the document belongs to. | From Columns menu |
See About documents for what a version is and what the processing behind Status covers.
Toolbar
The toolbar sits at the top right of the table.
| Control | Effect |
|---|---|
| Table / Cards | Switches between the table view and the cards view. |
| Columns | Shows or hides individual columns. |
| Expand / collapse folders | Expands or collapses every collection folder at once. |
| Table settings | Renames the table, sets its page size, or deletes it. |
| Collapse | Collapses the table. |
Bulk actions are not in this toolbar. Selecting one or more rows raises a floating bar carrying them — see Selection and bulk actions.
Creating documents is not in this toolbar either. It is done from New in the action bar. See Upload documents.
Collection folders
When the team has collections, rows group under a collapsible folder header per collection, and documents in no collection appear ungrouped. Selecting a header collapses or expands that group, and dragging a row between folders changes which collection the document belongs to. When the team has no collections, the table is flat.
Filter row
Each filterable column has its own control in the filter row beneath the headers.
| Column | Control |
|---|---|
| Title | Text box, matching any part of the title, ignoring capitalisation. |
| Description | Text box, matching any part of the description, ignoring capitalisation. |
| Type | Popover. |
| Tags | Popover listing the tags in use, each with a tick box. |
| Collections | Popover. |
| Owner | Popover listing team members. |
| Created | Date presets. |
Filters combine with AND: a document must satisfy every filter set. Within the Tags filter, selecting several tags matches a document carrying any of them.
While any filter is set, the Filter active indicator is highlighted. Each filter is cleared from its own control; there is no clear-all control on the table. In Cards view, the filters are consolidated into a single Filters window, which does offer a reset.
Sorting
Sortable columns cycle through three states: unsorted, ascending, descending, and back to unsorted. The header indicates the current state.
Pagination
Pagination sits at the bottom of the table and shows the range of rows on view out of the total, a Rows per page selector, Prev and Next, and the current page out of the total.
Rows per page offers 10, 30, 50, and 100. The default is 30. Changing it preserves the current selection. Prev is unavailable on the first page and Next on the last.
Row actions
| Action | What it does | When it is available |
|---|---|---|
| Show latest version | Opens the document's most recent version in a preview window — a Word viewer, or a text view. | — |
| Upload new version | Adds a file to the document as its newest version. | — |
| Download | Offers .docx and .md. | Each format only where the document has it. |
| Open details | Opens the document's detail panel. | — |
| Duplicate document | Creates a copy of the document. | — |
| Edit document | Opens the document for editing. | Where enabled for your team. |
| Delete document | Deletes the document, after confirmation. The row then disappears. | The document's owner or a team administrator only. |
Open details, Duplicate document, Edit document, and Delete document sit together under an Other actions menu. The processing status is not among the row actions; it has its own Status column.
Selection and bulk actions
Ticking one or more row checkboxes raises a floating bar. It carries a badge showing how many rows are selected — selecting the badge clears the selection — and these actions:
- Manage collection membership
- Edit tags on selection
- Clear relations
- Send to workflow
- Contextualise documents
- Document navigator
- Download latest version
- Delete
The bar disappears when nothing is selected. The selection is shared across every documents table you have, not held per table.
Send to workflow is rendered only where dynamic workflows are enabled for your team; otherwise the remaining controls close the gap. Delete removes the documents you own; a team administrator can remove any of them.
For what each action does, see Work with the documents table.