Document Grid

The document grid is used throughout the Portal. It is how lists of documents are displayed. These lists can come from a variety of sources, such as search results, folder contents, and dataviews.

What users can do in the Document Grid

• View lists of documents from different parts of the Portal
• Assign, export, and search documents in the grid
• Filter, pin, and rearrange fields in the grid view
• Show or hide columns, and return the grid to the columns your administrator set
• Save the grid to Excel with the columns it shows
• Open document-specific actions from the grid

The Grid Toolbar

Note: there are some slight variations in the grid display for ones generated as search results compared to ones accessed via different modules. This page will first describe what is included in all grids, before looking specifically at the grids generated from Search results.

Example: General Grid Toolbar

Field	Description
Assign	Enables bulk assignment of selected/all documents to Folders, Workflows, Document Details, Tags, Grid links, Locations, etc.
Export	Enables bulk export of selected/all documents. Document exports and bundles are useful for sharing documents with external parties.
Include Sub Folders	Populates the Document Grid with documents from all associated sub folders.
New	Enables single and bulk upload of documents into Docwize.
	Opens the column chooser, where you show or hide a column, pin it, or drag it to a new place. Reset columns to default at the bottom returns the grid to the columns and order an administrator set in System Config, or to the built-in ones.
	Broadens or shrinks the cell size of fields so that all text is visible or not, as needed.
	Enables users to select conditions for filtering fields.
	Opens the more options menu (⋮). Export to Excel saves the grid as an Excel workbook. See Export the grid to Excel.
Search	Filters rows across all visible columns. Uses the same filter engine as column filters — entering a term narrows the displayed rows and updates the row count accordingly. Grouped row counts also update to reflect the filtered set.
	Clicking on the box(es) selects the document(s) for assigning/exporting.
	Enables users to select and sort content by the chosen field, using 'drag-and-drop'.
	Enables grid refresh of the display.
	Closes the grid display.

Default columns and sort order

An administrator sets which columns the document grids show, the order they appear in and the sort the rows start in, in System Config. The settings can apply to all grids at once or to one kind of grid: Folders, locations and tags; Tag documents; Attachments; Revisions; Drawings; Transmittals; Cross references; Search results; or Record documents.

• Columns. A column the administrator has hidden stays in the column chooser, so you can show it for yourself. Columns you show, hide or move yourself are kept in your browser. Reset columns to default in the column chooser forgets your changes and returns the grid to the administrator's settings.
• Sort. Rows start in the administrator's default sort, which uses up to three columns, each ascending or descending. The headings of the columns the rows are sorted by show an arrow, numbered when more than one column is used.

Export the grid to Excel

The more options menu (⋮) at the right of the grid toolbar has Export to Excel. It saves the grid to an Excel workbook named export.xlsx, as you see it. The workbook is built in your browser, so it is saved at once. It is not the export that Export starts, and it does not add a row to the Downloads homepage.

In the workbook	What it holds
Columns	The columns the grid shows, in the order it shows them. A column you hide with the column chooser is left out. It is back in the workbook after you show it again. The column of row icons and menus is not exported.
Headings	The headings the grid shows. In the folder grid they are, for example, Doc Number, Document Date, Type and Post-Review Status.
Rows	One row for each row the grid lists.

For the workbook that Export makes, see Exports & Downloads.

Search results: additional toolbar options

The following icons are specific to the grid display that is populated after performing a search in Docwize.

Example: Search Results Grid Toolbar

Field	Description
	Back button that enables users to return to the Search page.
	Accesses sub-filter to allow users to further refine search results using search aggregations.
Detach Previews	Enables users to detach a selected document so that it opens in its own browser window, separate from the main Docwize window. Because it's a genuine separate window, it can be moved, resized, or snapped to a screen edge independently — particularly convenient for users working on two screens. When this is clicked on, it enables it. To deactivate this function, click on the button again.
Number of hits for 'search term'	Indicates how many search results were identified.
	Enables users to save search results, available for access in the Download module. This is particularly helpful when dealing with large sets of results.
Row Count	Located in the bottom right corner of the grid, this indicates how many rows of the search results are loaded.

Document Icons

Each row in the grid will display information pertaining to the document. Some of these are standard for all documents. Some fields are customized and/or only relevant to Search results.

Field	Description
	'Preview' enables users to view the relevant document. A green dot indicates the document was recently previewed.
	Indicates file format (eg. PDF, email, etc.)
	This is visible for search results. It gives a weighted scoring of the relevance of the document to the search criteria.
	Some documents may have a vertical paperclip icon. This indicates that this is a main document with attachments.
	Some documents may have a horizontal paperclip icon. This indicates that this is an attachment, connected to a main document.

Right-click document options

If users right-click on any document found in the grid display, a menu of options will appear.

'Right-click' menu options

Field	Description
Copy Cell Text	Enables users to copy the content in the cell.
Preview in new window	Enables users to view the selected document in its own window.
Document details	Accesses the Document details dialog.
Attachments	Accesses the Attachments dialog to view attachments. Note: the first document listed in the Attachments dialog is the main document.
Workflows	Accesses the Workflow dialog, enabling users to send the document to a chosen workflow.
File Versions	Accesses the File Versions dialog to view file version history and/or add a new file version.
Action Requests	Accesses the Action Request dialog to create an action request on the document.
Permissions	Accesses the Document Permissions dialog to see who can view the document and why, and to add or remove direct grants on it (dependent on permission settings).
Link	Enables users to select an option for downloading a link to the document, which can be shared with others/stored for later access.
Delete	Enables users to delete the document (dependent on permission settings).