This guide walks through the document page overview and functionality.
All users can view the documents they have created while logged in, even without document permissions. The reporting user only sees the content they filled in, but not the fields related to the processing stage.
The document page overview lists the completed documents for your organization, from newest to oldest as default. The contents of the list are dependent on the user's permissions. For each user, documents will be listed from the locations for which the user has document and/or admin rights.
Documents can be viewed in more detail by clicking on the desired document, which will open in a new window. In this document-specific view, the full content of the document can be seen and, as the admin user, some of the document's information can be edited. You can read more about the document-specific view in the separate guide.
The document list displays the following information about the document:
- Document ID.
- Creation date.
- The location where the document was created.
- The template on which the document was created.
- The user, who created the document. This field is blank if the form is completed via a link.
- Description, which brings the content of the first text component of the tool into the field.
The order of the list can be modified by clicking on the column headings. Clicking on a heading will order the listing according to its heading, first from smallest to largest or from a to ö. Clicking again will sort the list in reverse order or by a new column.
Filters in the document list
From the document List overview page, you can filter and search for the desired documents. The filters on the document page and the function of the search field are explained below.
Filters
Document ID: This field allows you to search for documents in the list by their ID.
Created at: The field can be used to retrieve documents by their creation date. The field must be set to the start and end date of the period for which the documents are to be viewed.
Select level: This field is used to filter documents based on the level at which they were created. Multiple levels can be selected in the field at the same time.
Template: This field can be used to filter documents according to the tool used to create them. This field can be used to select multiple templates at the same time.
Created by: This field allows documents to be filtered by the user who created them. The field requires that the document has been completed by a user logged in, when the user information is saved in the document. Multiple usernames can be selected in the field at the same time.
Search field: This field is a free text field that searches for typed text in the following columns of a list:
- Document ID,
- Created at,
- Level,
- Template,
- Created by.
My documents: Shows the user the reports they have personally created.
My Team's documents: Displays reports created by users marked as subordinates.
Use of filters
The filters in the listing on the document page work according to the instructions below.
- Open the filters by clicking on Filters in the top left corner.
- Select the filters you want to apply. At the top you will find the descriptions of the fields.
- Once the selections are made, click Filter. The list will be filtered according to your selections.
- Finally, you can clear the filters by clicking Clear Filters and hide the filters by clicking Filters in the top right corner.