Quickly find what you need with a range of navigation options. Use the main panel to explore documents with notes or those shared externally, jump to recently viewed or newly added items through quick access, or narrow things down with search and filters.
Main navigation
In the left navigation menu, you can find the following tabs:
All: opened by default, showing full index structure.
Notes: all notes available to you. See notes to files and folders.
External links: all links generated for external sharing, visible only to project administrators.
Signatures: all documents that were shared for e-signature.
Quick access
Use the filters in this panel to quickly locate:
Recently viewed: files you've recently interacted with.
Newly uploaded: all files and folders uploaded to the project within the last 30 days. You can also refine the date range using the Added on filter in the search box.
Unpublished: all files and folders that are waiting to be published. Learn everything about document publishing.
Favorites: files and folders you've marked as favorites.
💡 To add a document to favorites, select it in the list, right-click it, and select Add –> To favorites from the context menu. Alternatively, just press S on your keyboard.
Additionally, below the quick access panel, you will see displayed:
Folder tree: view and navigate the project's folder hierarchy. Click a folder to open it in documents and view its contents.
Q&A attachments: at the bottom of the folder tree, you can access all attachments related to Q&A, if activated in the project.
You can collapse or expand quick filters only or the entire quick access panel as needed for an optimal document viewing experience.
Search
The Search field is in the top-right corner of the Documents tab.
Using the search bar
You can search by:
Keyword: words found in a file's or folder's title or content.
Index number: an exact index, e.g.
1.1.Combined: an index number and a partial file name, e.g.
1.1 Financial.
To get started:
Click the Search field.
Before you type anything, the dropdown shows your top 3 recent searches and 3 recently opened items. This section is empty if you haven't searched yet.
Type your search query. After 2 characters, autocomplete and suggestions appear – matching words from file names or file content.
Review the results in the dropdown. Up to 5 top matches are shown and updated as you type. Matching terms in file or folder names and file content are highlighted.
Select a result:
Click a file or folder in the dropdown to open it directly.
Click Show more (shown if there are more than 5 results), or press Enter, to see all matches on the Search results page.
How search results are ranked
Results are sorted automatically to show the most relevant items first. For a query like Financial report 2025:
Exact phrase: items containing your exact word sequence rank highest (e.g.
Financial report 2025).All words, different order: items containing every word from your query, just in a different order (e.g.
2025 Financial Report).Some words: items containing only some words, sorted by how many words match.
Partial match: items where only part of a word matches (e.g.
cialmatching withinFinancial).
If several items fall into the same tier, they're then ranked by where the match was found – file name first, then folder name, then file content.
Applying filters and scope
You can narrow results by folder scope, or by applying filters, or both at once.
Click the Search bar to select the folder scope:
All folders: searches the entire repository.
Current folder: searches only the folder you're viewing and its subfolders.
💡 The option selected in the last search is applied by default until changed.
If you search from the root folder level, the folder selector isn't shown, and search is conducted by default in all folders.
Click the filter icon in the search box to apply the filters:
Added on: select a date range.
Viewed by:
Viewed by me
Not viewed by me
Viewed by my group
Not viewed by my group.
ℹ️ You can't select contradictory options at the same time, e.g. Viewed by me and Not viewed by me.
File type: select one or more document formats, e.g. PDF or XLSX.
Labeled: filter by document labels.
Redaction: filter by redacted or unredacted status. Available to administrators only.
Search area:
Titles
Documents' content
Titles and documents' content.
Click the ✕ next to a filter to clear it, or Clear all to reset every filter at once.
Search results
The Search results page opens when you click Show more or press Enter after typing a query. It gives you a centralized view of all matching files and folders, with keyword matches shown in context.
Columns shown by default:
Index, file or folder name, and status (if publishing is enabled) always appear. Any other columns you've already selected in the Documents table also carry over.
Location always appears on the Search results page to show each item's path – even if it was not selected in your column settings before the search. It won't appear if you navigate back to the standard Documents page unless you enable it there separately.
Click the column selector to add or remove columns or to choose whether folders display at the top.
Keyword highlighting:
If your search query appears in a file or folder name, it's highlighted in the table.
If it's found inside a file, a text excerpt with the keyword highlighted is shown alongside the result.
Results are sorted by relevance using the same ranking logic as the search bar – exact phrase and all-word matches rank above partial or single-word matches. If nothing matches, you'll see an empty results page.
Managing items from the Search results page
Go to the Search results table.
Select the checkbox next to a file or folder name (select multiple checkboxes for bulk actions).
Use the toolbar above the table for bulk actions or the ⋮ menu at the end of a row for individual actions.
Depending on your permissions, you have the following options:
Review and output: Download, View, Print, Get summary (if AI is enabled), View reports.
Content management: Edit, Publish, Rename, Delete.
Organization: Add, Copy, Move.
Sharing: Copy link, Share.
💡 If an action is greyed out or missing, you likely don't have the permission needed for that file or folder.
ℹ️ Project-level actions, such as exporting the project index, aren't available from the search results page. If you select multiple files to download, they're bundled together based on your highest available permission level.
Columns & sorting
For seamless document management, you can customize and rearrange columns in the document list at any time. Click Customize columns to choose which ones to display. To adjust the order, drag and drop the columns as needed. To sort results, click the filter icon that appears when you hover over a column header. Below you may find the full list of all available columns.
Index: document order in the list.
Name: document title.
Status: current document state, if document publishing is enabled.
Redaction: the status of a documents' redaction. This can be applied, in draft, applied & in draft, or none.
Notes: number of notes added to an item.
Labels: labels assigned to an item.
Size: document size (including first-level folder size) and the number of pages in documents – counted as 1 for images, native page count for document files, and print-based page count for XLSX or other files without a native page concept.
Added on: date when the folder was created, and file was uploaded, copied or moved.
Viewed on: last accessed date.
Permission: level of access assigned to the current user.
ID: unique document identifier.
Additionally, you can enable the Folders first option to always display folders at the top, regardless of the sorting arrangement.
💡 To view the size of a folder, head to your Data storage report.