Finding & filtering documents

The Documents view holds every document in the project. Four filtering layers narrow it down: search, the status strip, custom filter rules, and the My tasks scope. Mix them however helps you focus.

Most reviewers settle on one or two filter combinations and stick with them. This page walks through every option so you know what's available.

The shape of the toolbar

Across the top of the Documents view sits the toolbar:

• Search — matches against filenames.
• Custom filters — a rule builder for arbitrary field-based filters.
• Manage Columns — pick which columns the table shows.
• Upload new files — the upload modal.

Below the toolbar:

• The approval-status filter strip — checkboxes for All, Approved, Validated, Pending, Rejected, Duplicate.
• The view-scope toggle — All tasks or My tasks.

The table itself sits below. Filters compose — narrow by status, by My tasks, by a custom rule, and search all at once.

Search

The search box matches against the filename. Type a fragment of the filename and matching rows appear. Whether it also searches extracted field values isn't confirmed.

Search beats scrolling

For projects with hundreds of documents, searching by filename is faster than scrolling. The text input matches on partial strings.

Filter by approval status

The horizontal checkbox strip beneath the toolbar is the fastest filter — one click toggles each status:

• All — clears the strip; the table shows every status.
• Approved — documents that have cleared every approver.
• Validated — documents the assignee has signed off, waiting for approver action.
• Pending — documents that have been extracted but no human has touched yet.
• Rejected — documents an assignee or approver rejected.
• Duplicate — documents flagged by the field-value duplicate checker (different from file-hash duplicates, which are rejected at upload and never reach this list).

Multiple checkboxes combine with OR. Tick Pending and Validated to see everything currently in human-review limbo.

For what each status actually means and when it changes, see Statuses & what they mean.

My tasks — the queue scope

Beneath the status strip, the All tasks / My tasks toggle decides whose documents to show.

• All tasks — every document in the project, no scoping.
• My tasks — only documents that need you right now:
  • Documents where you're the assignee and the document is Pending.
  • Documents where you're an approver and the document is Validated and it's your group's turn.

My tasks is the default filter most reviewers run in. It works out of the box for every user — no setup, no configuration. Switch to All tasks when you need broader visibility (looking for a specific document, helping a colleague, hunting down something stuck).

Why My tasks does what it does

My tasks is built around the idea that a reviewer's queue is "things that won't move forward until I act." Documents already approved, exported, or rejected don't need you, so they don't appear. Documents assigned to someone else don't appear either. Switch to All tasks to see them.

Custom filters

For anything the status strip can't express, open Custom filters. The modal builds rules of the form:

Where {field} {operator} {value}

Operators include is, is not, contains, does not contain. The available fields are whichever ones your admin enabled in Settings → Field Usage → Custom Filter Fields.

Filter rules and groups

Rules organize into groups with explicit AND / OR links:

• Inside one group, rules combine.
• Between groups, you pick AND or OR.

For example, two groups linked with OR — (InvoiceId is REC-123) OR (InvoiceId is REC-345) — surfaces documents matching either invoice. The same shape composes arbitrarily complex queries: route approvers in a department AND amount over €50k, or vendor in a specific list OR matching a tax-ID pattern.

When you're done, click Apply filters. The Custom filters badge in the toolbar shows the active rule count so you remember it's on.

Clearing filters

Click Clear all inside the modal to reset every rule. The badge disappears and the table un-narrows.

Combining filters

The four layers compose — they don't override each other:

1. Search narrows by filename (and possibly more — see above).
2. The approval-status strip narrows by status.
3. The My tasks toggle narrows to documents that need you.
4. Custom filters narrow by field values.

Apply all four and you get the intersection. Drop layers when you need more results.

Save what you find useful

If you find yourself building the same filter combination every morning, save it as a Saved View. Saved views capture filter selections, search text, visible columns, and column widths — one click switches between them.

See Saved views for the full guide.

What's next

• Statuses & what they mean — the full status reference; understand what each value tells you about the document.
• Saved views — persist your favorite filter combinations.
• Bulk actions — once you've found a set of documents, what you can do to them in batch.