Columns are represented by properties where each row is a found document or dossier.
The way the search results are shown in this view can be configured by performing the following actions:
- Showing or hiding columns
- Rearranging the column order
- Sorting columns
- Grouping columns
- Filtering columns
Some of these actions can be performed by manually adjusting the columns, other actions are performed by using the 'Edit layout' panel.
Editing which columns are displayed, how they are arranged and how they behave in the search results is done via the 'Edit layout' panel.
To access this panel, click the three dots at the top of the page and choose 'Edit layout' from the menu that appears.
The Edit layout panel appears.
The panel contains the following options:
|Controls if the search results can be grouped by one or more columns (see below). Enabled by default.
|Controls if columns can be filtered (see below) by manually entering text to filter on. Enabled by default.
With these tabs, the columns (in the form of properties) that are shown or hidden are controlled, as well as the order in which they are shown. See below.
|Click this to discard any changes that were made and to use the default settings.
|For saving the settings for all users (only available for functional managers).
Showing or hiding columns
Depending on the folder, archive, or dossier that you are working with, you may want to show only those columns that you are interested in and hide all others.
Step 1. Access the Edit layout panel (see above).
Step 2. In the Document, Dossier, or General tabs, select the check box for the columns that should be shown and clear the check box for the columns that should be hidden.
Tip: Quickly find a column that you want to show or hide by typing (part of) its name in the 'Type to search' field at the top.
Step 3. (Optional) Use the Order tab to change the order in which the columns are shown (see below).
Tip: Columns can also be arranged manually at any time, see below.
Step 4. Click Save to save the changes and close the panel.
Rearranging the column order
The order in which the columns are displayed can be changed by doing the following:
- Clicking and dragging a column header to its new position. The location where it will be placed is indicated by a blue line.
- Accessing the Edit layout panel (see above) and in the Order tab, dragging a property to its new position.
Columns can be sorted in ascending order or descending order.
Note: Only one column at a time can be sorted.
To do this, click a column header.
When a column is sorted, its direction is indicated in the header by an arrow pointing upwards or downwards.
By default, the search results are shown as a long list of documents or dossiers.
This way, you can scroll through the results to find the documents or dossiers to work on.
The results can be further organized by grouping them by one or more columns. This places all documents or dossiers with that column value in a group.
Note: For this to work, 'Allow grouping' needs to be enabled in the Edit layout panel.
Each group can then be expanded or collapsed to show or hide the results as necessary.
Example: Here, the search results are first grouped by document type and then by date.
This results in separate groups for each type of document and within that group, a group for each date.
Do one of the following:
- Add a group by dragging the column header to where it says Drag a column header here to group by that column.
The header is then displayed as a label.
Add as many headers as needed.
- Rearrange the order of the groups by dragging them left or right to their new position.
- Change the sorting order of a group by clicking its label. The sorting order is then indicated by an arrow pointing upwards or downwards.
- Remove a group by dragging it back to where it should be displayed in between the other headers.
Even after performing a search or opening a folder, the list of documents that is shown can still be quite long.
To narrow down the list, any of the columns can be filtered by entering a specific value (such as a date for columns containing dates), initial letters (for columns containing text), or initial numbers (for columns that only contain numbers).
Note: For this to work, 'Allow filtering' needs to be enabled in the Edit layout panel.
The location to enter the filter values is directly below the header.
Multiple columns can be used for filtering the list. The list is automatically updated shortly after stopping typing the filter value or when pressing Enter after typing.
Example: Here, the list is filtered by entering 'cur' as the partial name of document type 'Curriculum vitae', and on a specific document date:
Clearing the filter
To clear a filter, remove the entered text, date, or number from the filter.