FAQs

This page answers common user questions and points to the main documentation pages for fuller instructions.

Access and sign-in

How do I access my database?

To log on to Docwize, go to https://portal.docwize.com/. You can usually sign in with your email address and password, or by using a pre-existing Google or Microsoft account.

Docwize sign-in page

Step	Description
1	Enter your email address and password, or choose a supported sign-in option.
2	Select your company, if prompted.
3	Continue to the homepage.

For more detail, see Signing In.

How do I see who can access a document?

Step	Description
1	Open the folder that holds the document in Explorer.
2	Right-click the document and select Permissions.
3	Read Who has access to see each person who can view the document and the path that gives them access.
4	Select Incomplete paths to see the people who hold only one half of a folder and project pair.

Who can see a document, and why

For full instructions, see Access Control.

How do I move between modules?

Step	Description
1	On the homepage, select the module's tile, or select the module in the sidebar.
2	To move to another module, select it in the sidebar.
3	Select Home in the sidebar to return to the homepage.

Example: Opening Explorer and Search, then returning to the homepage

For full instructions, see Getting Around Docwize.

Working with documents

How do I bulk assign documents?

Select the relevant documents in the grid, open Assign, and choose whether to work with all or selected items. Then choose the target area, such as Details, Tags, Folders, Locations or Workflows.

For full instructions, see Assigning Docs.

How do I filter a column in the document grid?

Step	Description
1	In Explorer, open a folder.
2	Click the Filter (funnel) icon in the heading of the column you want to filter, for example Type.
3	Tick the values whose rows you want to see, then click Apply. The column's Filter icon turns orange.
4	To show every row again, click the icon, then click Remove filter.

Example: Filtering the Type column by its values

For full instructions, see Document Grid.

How do I search for documents?

Step	Description
1	Open Search from the navigation bar.
2	Type one or two distinctive words in the Content Search bar. Every word must be in the document.
3	Press Enter, or click Search.
4	Point at a result's preview icon to see where the words were found, and click it to preview the document.

Example: Searching for a word and previewing a result

For full instructions, see Search.

How do I narrow a search by document type or folder?

Step	Description
1	Open Search from the navigation bar, and type your search words in the Content Search bar.
2	Click Advanced Options.
3	Click a field, such as Document Type or Folders, and click the value you want. The number in brackets shows how many documents have it.
4	Click Search.

Example: Narrowing a search to one document type

For full instructions, see Advanced Searching.

How do I get the Query Assistant to write a search query for me?

Step	Description
1	Open Search from the navigation bar, and click the code icon in the search bar.
2	Click New chat.
3	Type what you are looking for in Ask about ES queries… and press Enter. The assistant puts the query in the editor and explains it.
4	Check the count under the query, then click Search.

Example: Building a query with the Query Assistant and running it

For full instructions, see Elasticsearch Query Assistant.

How do I export documents?

Step	Description
1	In the Doc Grid, tick the documents you want to export.
2	Click Export, then choose Selected (n) or All.
3	Set the options in the Export Options dialog.
4	Click Start Export.

Example: Exporting Documents

For full instructions, see Exports & Downloads.

How do I annotate a document?

Step	Description
1	Open the document in the Preview Document window.
2	Click a tool in the annotation toolbar, for example Rectangle.
3	Drag on the page to draw the shape.
4	In the note card that opens, type a note about the annotation and click the send icon. This step is optional.
5	Close the note card. Repeat from step 2 for each annotation you want to add.

Example: Adding document annotations

For full instructions, see Annotations.

How do I create a signature and sign a document?

Step	Description
1	Navigate to the Preview Document window and to the annotation toolbar.
2	Click Signature.
3	Click Create Signature.
4	Choose Text, Draw or Upload, and create your signature.
5	Click Save.
6	To sign the document, click Signature again and click your signature.
7	Click the page where the signature should go.
8	Click Sign document at the top of the page.

If you already have a signature, start at step 6.

Example: Creating a signature and signing a document

For full instructions, see Annotations.

How do I tag a document?

Step	Description
1	Open the document in the preview, and open the Tags tab of the review panel.
2	In All Tags, find the tag. Click a tag to show its children, or use the search button.
3	Double-click the tag. Its card appears at the top of the tab.

Example: Tagging a document and removing a tag

Tags are created in Tag Management, by users who are allowed to manage tags. See Tags in Explorer.

For full instructions, see Tags.

How do I remove a tag from a document?

Step	Description
1	Open the document in the preview, and open the Tags tab of the review panel.
2	Click the x on the tag's card at the top of the tab. The tag is removed straight away.

To stop a tag being used at all, it is disabled in Tag Management. See Tags in Explorer.

For full instructions, see Tags.

How do I get tag suggestions for a document?

Step	Description
1	Open the document in the preview, and open the Tags tab of the review panel.
2	Click the sparkle button in the Tags header. Recommended Tags appears above the header with the suggestions for this document.
3	Click Accept (the tick icon) on a suggestion to apply the tag, or Dismiss (the cross icon) to dismiss it.

Example: Accepting and dismissing recommended tags

For full instructions, see Tags.

How do I add a tag to many documents at once?

Step	Description
1	In the grid, tick the documents you want to tag.
2	Right-click one of them and choose Assign Tags.
3	Check that the switch at the top shows Adding Tags.
4	Type the tag's name in the search box, or find it in the tree, and click on the + beside it.
5	Click on Save.

Example: Adding a tag to many documents

For full instructions, see Assigning Docs.

How do I add a note?

Step	Description
1	Open the document in the preview, and open the Notes tab of the review panel.
2	Click the note actions button, then Add shared note or Add private note.
3	Type the note in the Docwize Notepad.
4	Click the save icon at the bottom right.

Example: Adding a shared note

For full instructions, see Notes.

How do I add a note to a 3D model?

Step	Description
1	Open the 3D model in the document preview.
2	Click Add model note in the Model notes panel.
3	Click the point on the model where the note belongs.
4	Enter a Title and Description, and choose a Status.
5	Click Save. The note is added to the list and its pin appears on the model.

Measuring a model and adding a model note

For full instructions, see 3D Model Review.

How do I preview a document and zoom in?

Step	Description
1	In the Explorer grid, click the preview icon on the document's row.
2	Use the page controls at the bottom right to move through the pages and zoom.
3	To zoom in to part of a page, hold Ctrl and drag a box around the area.
4	To see the whole width of the page again, click the zoom percentage.

Example: Previewing a document and zooming in

For full instructions, see Document Preview.

How do I create a stamp?

Step	Description
1	In the document preview, click Thumbnails, then the Toolchest tab.
2	Click the stamp icon beside Stamp Collections, enter a Name and click Create.
3	Click + on the new collection, then Select SVG File and choose the stamp's SVG file.
4	Enter a Name and click Upload.

Example: Creating a stamp collection and uploading a stamp

For full instructions, see Stamps.

How do I add a stamp to a document?

Step	Description
1	In the document preview, click Thumbnails, then the Toolchest tab, and click the stamp.
2	For a dynamic stamp, fill in the fields in the Dynamic Stamp Selector and click Apply Stamp.
3	Click the page where the stamp should go.
4	Optional: drag the stamp to move it, or drag a corner to resize it.

Example: Adding a stamp, moving and resizing it, then adding a dynamic stamp

For full instructions, see Stamps.

How do I redact a document?

Step	Description
1	Open the document in the preview.
2	Select the text to redact, right-click it and choose Redact Text.
3	For anything that is not selectable text, press X and drag a box over the area.
4	Click Burn annotations at the top of the preview toolbar. The document reloads with the black boxes as part of the file.

Example: Redacting text and an area, then burning the redactions into the document

For full instructions, see Redaction.

How do I use a dataview?

Step	Description
1	In Explorer, select the Dataviews tab, then the name of the group the dataview is in.
2	Select the dataview's name to open it.
3	To narrow the rows, type in Search at the top right of the dataview.
4	To see the rows behind a value shown in orange, select it. The Drilldown window opens.

Example: Opening a dataview, searching it and drilling down

For full instructions, see Dataviews.

How do I filter an interface?

Step	Description
1	In Explorer, select the Dataviews tab, then the name of the group the interface is in.
2	Select the interface's name to open it.
3	Select the Filters icon on the interface's left edge, then choose a value in a filter. The panels the filter applies to change to match.
4	To show everything again, select the cross next to the value you chose.

Example: Opening an interface and filtering it

For full instructions, see Interfaces.

How do I open a virtual folder?

Step	Description
1	In Explorer, select the Virtual Folders tab.
2	Select the arrow next to the virtual folder's name to show its first level, and expand further levels the same way.
3	Select a folder's name to open its documents, or Open in new tab (the arrow on the right) to keep the current tab open.

Example: Opening a virtual folder

For full instructions, see Virtual Folders.

How do I open a document from My Recent Documents?

Step	Description
1	Open New, then select My Recent Documents under Documents. It lists the documents you own, newest first.
2	Find the document. Scroll down to load older documents.
3	Select Document details (ⓘ) at the end of its row to open its Details, or Preview document to read it in a separate window.

Example: Opening a document from My Recent Documents

For full instructions, see My Recent Documents.

How do I add documents to a bucket and share it?

Step	Description
1	Select the Bucket Menu icon in the floating toolbar, then Add Bucket. Type a Bucket Name and a Bucket Description and select Save.
2	Select the pin icon beside the bucket, so it appears in the toolbar, and close Bucket Configuration.
3	Tick the documents in a folder or list and drag one of them onto the bucket in the toolbar.
4	Select the bucket in the toolbar to see its documents.
5	To share it, select the Bucket Menu icon, then the share icon beside the bucket, and choose a user with Add User or a group with Add Group.

Example: Creating a bucket, adding documents and sharing it

For full instructions, see Buckets.

How do I pin a folder to the floating toolbar?

Step	Description
1	Right-click the folder in Explorer's folder tree and select Toggle shortcut. The folder's icon appears in the floating toolbar.
2	Select the icon to open the folder in a new tab.
3	To change the icon, right-click the shortcut, select the pencil, choose an icon and select Save Changes.
4	To remove the shortcut, right-click it and select the cross.

Example: Pinning a folder, changing its icon, moving the toolbar and removing the shortcut

For full instructions, see Pinning Feature.

How do I copy a snippet from the Template Shortcut Builder?

Step	Description
1	Select in the floating toolbar. The Template Shortcut Builder opens.
2	Type in Search shortcuts..., or scroll Document Shortcuts and Custom Field Shortcuts. For a date, select Select format beside Date and choose a format.
3	Select the snippet. It is copied and Copied to clipboard appears.
4	Paste the snippet into your template.

Example: Copying a snippet from the Template Shortcut Builder

For full instructions, see Floating Toolbar.

Uploads and document management

How do I complete a record?

Step	Description
1	Navigate to the ‘Record’ selection and click on the relevant record.
2	Complete the information, as prompted to, in the record. Note: this will vary, depending on the record template that was created.
3	Click ‘Save’ to complete the record-making process. For more details on records, see the Records section.

For full instructions, see Completing a Record.

How do I download an export?

Step	Description
1	Click the Downloads tile on the homepage.
2	Find your export. The newest export is at the top.
3	When its Status reads Completed, click Download (cloud icon) on its row.

Example: Exporting and Downloading

For full instructions, see Exports & Downloads.

How do I assemble a PDF using PDF Fusion Studio?

Step	Description
1	Open PDF Fusion Studio from the sidebar popup. Drag and drop relevant documents from the Explorer or a folder view into the Source Documents panel on the left.
2	Select the documents to include using the checkboxes.
3	Click 'Merge Selected' to combine them into one output, or 'Merge With Index' to create separate outputs. To add a single document directly, click 'Add as Output'. To split a document into individual page outputs, click 'Quick Split'. The output set will appear in the Final Outputs panel on the right.
4	(Optional) Use 'Detached Viewer' to inspect the pages in an output set before generating.
5	Select a destination from the 'Bundle folder' dropdown at the bottom of the dialog.
6	Click 'Generate' on an individual output set, or 'Generate All' to produce all outputs at once. The generated PDFs will be saved to the selected folder.

For full instructions, see PDF Fusion Studio.

How can I select documents for assigning them to tags/workflows/gridlinks etc?

Users can select one or multiple documents for assigning documents:

• Individual Selection: Select the box by the relevant document, ticking it for selection

• Section Selection: Click on the box of the first relevant document in the selection. Hold down the 'Shift' key. Click the last document in the relevant selection.

• Select All: Click on the upper-most box in the Doc Grid to select all documents

For full instructions, see Assigning Docs.

How do I create a blank document in Explorer?

Step	Description
1	Open the folder in Explorer, click New and select Document.
2	Enter a Description and choose a Document Type.
3	Optional: under File to create (optional), choose Word (.docx), Excel (.xlsx) or PowerPoint (.pptx) to create a blank file for the document.
4	Click Save. The document is added to the folder and its Document Details open.
5	Optional: to add the document's file, click Upload Item in the header of Document Details, select the file and click Open. When Preview Item and Download Item appear, the file is attached.

Creating a blank document in a folder and uploading its file

For full instructions, see Upload in Folder View.

How do I bulk upload files or a folder in Explorer?

Step	Description
1	Open the folder in Explorer, click New and select Bulk Upload Files or Bulk Upload Folder.
2	Select the files or the folder on your computer. They open in the Bulk Uploader.
3	Optional: on Edit Metadata, change any file's details.
4	Click Start Upload. When it finishes, close the Bulk Uploader.

Bulk uploading files into a folder

For full instructions, see Upload in Folder View.

How do I drag and drop files into a folder?

Step	Description
1	Open the folder in Explorer.
2	Drag the files from your computer onto the folder, and release them when it shows Drop files here to upload to this folder.
3	In the Bulk Uploader, click Start Upload.

Dragging files from File Explorer into a folder

For full instructions, see Upload in Folder View.

How do I upload documents from the New module?

Step	Description
1	In the New module, click New Document(s).
2	Click Click here to upload files and select your files, or drag files into the dialog.
3	Go to Folders and click the folder the documents belong in.
4	Optional: go to Locations and click a location.
5	Click Start Upload, then Close when every file has uploaded.

Uploading documents from the New module

For full instructions, see Upload via the New Module.

How do I edit and save a document's details?

Step	Description
1	Open the document's Document details.
2	Change the field, for example Description. Save Changes appears as the first button in the toolbar.
3	Click Save Changes. Your changes are saved and the button disappears again.

Editing and Saving Document Details

For full instructions, see Document Details.

How do I upload a file version?

Step	Description
1	Right-click the document in Explorer and select File Versions.
2	Click Replace File and choose the new file.
3	Click Confirm. The previous file stays in the register.

Replacing a File Version

For full instructions, see File Versions.

How do I upload an attachment to a file?

Step	Description
1	Right-click the document in Explorer and select Attachments.
2	Click Add Attachment and select one or more files from your device.
3	In the Upload Documents window, check each file's Document Type and details, clicking Next after each step.
4	On the Folders step, assign at least one folder, then click Next.
5	The Locations step is optional. Click Finish, wait for the upload to complete and close the window. The attachment appears in the register.

Adding an Attachment

For full instructions, see Attachments.

How do I create a new revision of a document?

Step	Description
1	Open the document's Document Details and go to Revisions.
2	Click New Revision.
3	Click the box at the top and choose the new revision's file.
4	Check the Next Revision Number and the Metadata Duplication Options.
5	Click Save. The new revision becomes the latest revision, and its Document Details opens.

Creating a New Revision

For full instructions, see Revisions.

How do I cross-reference documents?

Step	Description
1	Open the main document's Document Details and click Open in New Tab. Leave that tab open.
2	In the original tab, tick the documents the main document refers to, in a folder or Dataview.
3	Right-click a ticked row. Hover over the main document's description at the top of the menu and click Cross reference.
4	Choose a Cross Reference Reason, optionally type a Description, and click Save. The documents are listed in the main document's Cross References section.

Creating a Cross Reference

For full instructions, see Cross References.

How do I prepare a transmittal?

Step	Description
1	Open the transmittal's Document Details and drag the window to one side.
2	In Explorer, right-click each drawing or document being issued. Point to the open transmittal at the top of the menu and click Add as drawing (transmittal).
3	Go to New and open My Recent Documents. In the transmittal's row, click Send, then Generate Transmittal.
4	Choose a Template and click Save. The dialog shows Transmittal Generated.

Preparing a Transmittal

For full instructions, see Transmittals.

Records and workflows

How do I open a workflow in my Inbox?

Step	Description
1	Select Inbox in the sidebar.
2	In the list on the left, select the workflow, then select one of its documents.
3	If an action request is waiting for you on that document, it opens straight away. Reply to it, or close it to look at the rest of the workflow first.

Example: Opening a workflow in the Inbox

For full instructions, see Inbox.

How do I save a filter as a view in my Inbox?

Step	Description
1	In the Inbox, select Filter above the list, then + Add filter.
2	Select a field, such as Workflow subject, and an operator, such as Contains. Type the value and select Add. The list shows only the workflows that match.
3	Select Save view, type a View name, and select Save view. The view is saved and switched on.
4	To switch the view off, select Filter, then the x next to the view.

Example: Filtering the Inbox list and saving it as a view

For full instructions, see Left Sidebar.

How do I complete an action request?

Step	Description
1	In the Inbox, open the workflow and select the document, or select Complete on the action request's card.
2	Expand the Workflow summary to see what each reply leads to.
3	Select Complete Action, type a note in Notes if you want to, and choose your reply under Response.
4	Select Submit. If Proceed to the next item? opens, select Next item to carry on.

Example: Completing an action request

For full instructions, see Completing Action Requests.

How do I sign a document to complete an action request?

Step	Description
1	Open the action request from the Inbox.
2	Select the Signature icon in the toolbar on the left, then a saved signature, or Create New Signature to make one.
3	Click on the page where the signature should go.
4	Select Complete Action, choose the response that needs the signature, and select Submit.

Example: Signing a document to complete an action request

For full instructions, see Digital Signing.

How do I start a workflow from a document?

Step	Description
1	Open the document's Document details and select Workflows in the left navigation.
2	Select New Template Workflow, choose the Workflow Template and type a Subject.
3	Select Send.

Example: Starting a workflow from a document

For full instructions, see Workflows.

How do I create a record template?

Step	Description
1	Navigate to ‘Manage Records’ and select ‘Create a new record’.
2	Name your record and select which user groups can access the record to be able to complete it.
3	Type in your preferred name for a record section and select the type of section it is. Repeat until you have added all relevant sections.
4	Select your preferred settings (visible or hidden, optional or required) for each section.
5	If applicable, add additional options pertaining to the field. (For example, if you add a ‘Custom Field’ section, you need to select the relevant custom field template.)
6	Click ‘Save’.
7	Optional: click the ‘View Live Preview’ button to view your record template. For more details on records, see the Records section.

Record template creation is a configuration task. For more detail, see the relevant configuration pages under Records and Custom Fields.

How do I create an 'Action Request' for a workflow?

To create a new 'Action Request', complete the following steps:

Step	Description
1	Navigate to the 'Action Request Editor' dialog.
2	Click on the 'plus' button.
3	Name the action request.
4	Add relevant response options.
5	Optional: configure reply options. For more details, see the Workflows configuration section.

How do I create a Lookup List?

Step	Description
1	Go to 'Custom Fields' and create a gridlink custom field template with the relevant field(s) for the lookup list. The field(s) will become the key(s), or column name(s) in the lookup list. Save the custom field. See Create New Custom Field Template for more detailed instructions.
2	Click on 'Add Row' and populate the register with the row(s) relevant to the lookup list's column(s).
3	Go to the 'Query Lab'. Drag and drop the relevant custom field into the Query lab canvas. Select which row(s) need to be visible. Test the query and use the tools in the righthand section to refine it. Save the relevant query. See Query Builder for more detailed instructions.
4	Go to the 'Lookup List Builder' and select the relevant virtual view/custom field template(s) and save.
5	Create and/or navigate to an already-created custom field template where the lookup list needs to appear. Select 'LookupList' as the 'Field Type' and select the relevant Lookup List name.

How do I add a field in the list manager?

Step	Description
1	Navigate to the ‘Manage Lists’ section.
2	Select the relevant list.
3	Click on the ‘Add’ button and complete the relevant fields, saving changes.

Here is an example of adding a field to the list manager:

Adding a Field to the List Manager

How do I edit a field in the list manager?

Step	Description
1	Navigate to the ‘Manage Lists’ section.
2	Select the relevant list.
3	Click on the tick box of the relevant field to edit.
4	Click on the ‘Edit’ button.
5	Edit the field, saving changes.

Here is an example of editing a field in the list manager:

Editing a Field in the List Manager

How do I delete a field in the list manager?

Step	Description
1	Navigate to the ‘Manage Lists’ section.
2	Select the relevant list.
3	Click on the tick box of the relevant field to delete.
4	Click on the ‘Delete’ button.
5	Note: If there are documents linked to the field, one has to reassign them to another option prior to deleting the field.

Here is an example of deleting a field in the list manager:

Deleting a Field in the List Manager

Oliver

How do I approve a change Oliver proposes?

Step	Description
1	Ask Oliver to make a change, for example to replace a document's file.
2	When the Approval required card appears, check the Summary and the details.
3	Click Approve to make the change, or Reject to cancel it.

Approving a change Oliver proposes

For full instructions, see Oliver Chat.

How do I upload a new version of a document from Oliver?

Step	Description
1	Open a chat about the document. Its Context shows the document.
2	Click the paperclip icon and choose the new file.
3	Tick Upload as a new version of <file>, type a message and click Send.

Uploading a new version from Oliver

For full instructions, see Oliver Chat.