Finding Documents
The one screen that answers “what documents are there” rather than “what is on this record”.
Where to find it
Architect Panel → Data → Document Library. It can also be placed on a user-facing page, because it is an end-user screen rather than an administrative one.
Two halves, two engines
- Browse — filter by title or reference, type, state, classification, date added, and “only mine”. Where a document type is chosen, its own library columns become filters too.
- Search inside documents — the words in the files themselves, not their titles.
A third tab appears where you hold Read on a file store: see The File Store Bridge.
It is per document, not per record
A document on four cases appears once. The library is a view of the library, and if you want “everything on this case” that is the record’s own Documents pane.
Everything is gated, document by document
The list is filtered against your own access, one document at a time, rather than by a query that assumes anything. A document you cannot read is not in your results and does not affect your paging.
There are no totals, anywhere
Deliberate, and worth explaining because it looks like a missing feature. Paging is Previous and Next rather than “page 3 of 12”, and an empty result says “nothing matched” rather than “0 of 247”.
A total that includes documents you are not allowed to see is a disclosure delivered as a number — and one you could subtract your way to an answer from. The count you do get is this page.
Searching inside is not searching titles
The two find different things and the distinction catches people out. A scanned document has no text until it has been through OCR, and will never match a content search however clearly the words appear on the page.
The search tells you when your term is too short for the index rather than reporting no results, because “no results” for a term the index cannot hold is how somebody concludes a file is empty and stops looking.
Worked example
A legal team needs every insurance certificate expiring this quarter. Browse, filter to the certificate type, then filter on its Renewal column between two dates. Six documents, across four cases, in one list — a question that used to mean opening four cases and hoping.
Recommendations
- Filter by type first. It is what unlocks the custom columns.
- Use search-inside for phrases and browse for properties.
- Put the library on a page for teams who work by document rather than by case.
- Do not expect totals. Previous and Next is the whole of the paging.