Use the document list: filters, columns, saved views

The document list shows every document you have access to. You can filter it, choose which columns to show, save the result as a view and change many documents at once.

Available on all plans · Export and delete are for Owners and Admins only

What the list shows

• Stage, including how far signing has got.

• An icon if a document has open comments or proposals.

• Where the document came from: an uploaded PDF, a Word file or a template.

• Internal and external parties in separate columns.

Switch between the table view and the Kanban view, which groups documents by stage, with the button next to the search field.

Filter the list

Click the filter icon next to the search field. You can filter by:

• Stage, team, tags, document type and document user

• Internal party and external party

• Origin (for example, imported PDF or created from template), import and automation

• Archived or expired documents

• Any metadata field, such as contract end or contract value

For tags, choose whether a document must have all, any, or exactly the selected tags. To filter in plain language instead, use AI search. See Search and AI search.

Find documents with missing metadata

Add a filter for the metadata field you want to check, then choose the condition for an empty value. For example, filter for an empty contract end date to find documents that need review. You can save this as a view or select matching documents and fill their metadata with AI. Check whether a value should exist before filling it: an open-ended contract may correctly have no end date.

Choose columns and sort

1. Click the cog icon at the top right of the list.

2. Turn columns on or off, drag them into order, or add any metadata field as a column.

3. Click a column header to sort by it.

Your column layout is personal. Other users don't see your changes.

Save and share views

1. Set up the filters, search and columns you want.

2. Click Save view.

3. Find your saved views under All documents → Your views.

To share a view, click … next to it and copy the link. A colleague who opens the link sees the same filters and columns and can save the view for themselves. They only see documents they have access to.

Bulk actions

Select documents with the checkboxes, or click the checkbox in the header to select all documents on the page or all that match your filters. Then choose:

"Replace" (synchronise) removes the existing teams or tags and sets only the ones you select.

Good to know

• Archived documents are hidden by default. Use the Archive filter to show them.

• You can't sort by teams or tags, because a document can have several.

• Filters can't exclude values yet ("everything except…"), except for tags.

• The same filters work on dashboards. See Dashboards and widgets.

• A document counts as expired once its expiration date has passed.

• There's no limit on the number of columns. If they don't fit, scroll right.

• The list has no totals row. To add up values such as contract values, use a custom widget on a dashboard, or export the metadata to Excel.

Related articles

• Search and AI search

• Organise documents without folders

• Export documents and metadata