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All Documents

The All Documents screen is the main library view in the Document Explorer. It brings every document you can access into one place, with a status summary at the top and a powerful table you can search, filter, sort, and act on. From here you can upload new files, start documents from a template, organize folders, and open any document to see its details.

All Documents page overview

How to open this screen​

From the left navigation menu, open Document Explorer → All Documents, or go directly to the route documents/all.

  • Access required: permission to view documents (DOCUMENTS.VIEW). If you don't see this page in the menu, contact your administrator.

What you see on this page​

1. Page header​

At the top you'll find the All Documents title with a short description, plus two actions on the right:

  • Refresh — reloads the document list and the status counts.
  • New (a split button) — click the main part to open the Upload Documents dialog, or click the arrow for more options such as starting from a template.

2. Status summary strip​

A row of cards shows live counts and doubles as a quick filter. Click a card to filter the table to just those documents; click Total to clear the filter.

CardWhat it shows
TotalEvery document you can access.
PublishedDocuments in the Published status.
In ReviewDocuments currently In Review.
LockedDocuments that are locked.
ArchivedDocuments that have been archived.
The document status summary cards

When a card is active it is highlighted, and the table below shows only the matching documents.

3. The document table​

The main area is the reusable document table. It includes:

  • A breadcrumb bar that starts at Home so you can see and navigate the folder you're in.
  • A toolbar with a search box and File Type, Status, Workspace, and Category filters, a Clear button, a Table / Grid view toggle, and a New Folder button.
  • Columns for Name, Workspace, Category, Size, Modified By · Date, and Status, plus a star column and an Actions column.
  • A paginator at the bottom (choose 10, 25, 50, or 100 rows per page).

The document table with filters and columns

Each row shows helpful badges: a version badge, an envelope icon for files imported from email, a lock or checked-out icon, and a red Legal Hold badge when a document is frozen. Folders show how many items they contain.

Finding documents​

  1. Type in the search box to match by name. Results update as you type.
  2. Narrow further with the File Type, Status, Workspace, and Category dropdowns.
  3. Click any column header (such as Name or Status) to sort by it.
  4. Click Clear to remove all filters and the search term.
  5. Switch between Table and Grid views using the buttons on the right of the toolbar.

Tip: The status cards and the toolbar filters work together — for example, click In Review and then pick a Workspace to see only that team's in-review documents.

Uploading documents​

  1. Click New in the page header to open the Upload Documents dialog.
  2. Drag and drop files onto the drop zone, or click it to browse and choose files. You can add several files at once.
  3. Supported types are PDF, DOCX, XLSX, PPTX, TXT, images, and ZIP, up to 500 MB each.
  4. Each added file appears as a pill. Click a pill to edit that file's details: Document Name, Version, Workspace, Initial Status, Category, and Tags. Type and file size are detected automatically, and you're set as the author.
  5. If the system has AI Suggestions for a file, a banner offers a suggested category and tags — click Accept Suggestions to apply them or Dismiss to ignore.
  6. If a file name conflicts with an existing one, a Name conflict detected warning appears.
  7. Click Save (or Save All) to upload. A progress bar runs, and a success message confirms when the files are saved to the current folder.

The Upload Documents dialog

Starting from a template​

In the upload dialog (before you add any files), choose Start from a Template to open the template gallery, pick an approved template, and generate a ready-to-use document with a short wizard.

Working with a document or folder​

  • Open a document: click its name to open the inline preview, or use the row actions.
  • Star (favorite): click the star in the first column to add or remove a document or folder from your favorites. See Favorites.
  • Preview / Download: use the eye and download icons in the Actions column.
  • More actions: click the ⋮ (more) button on a row for the full menu — Open, Add to Favorites, Pin to Workspace, Download, Share, Rename, Move to…, Duplicate, Lock/Check Out, Archive, and Move to Trash. Some actions are blocked when a document is under a Legal Hold.
  • Organize folders: use New Folder in the toolbar, then right-click a folder for options like New Subfolder, Rename, and Move.
  • Bulk actions: tick the checkboxes to select several rows and use the toolbar that appears (Download, Share, Move, Tag, Lock, Archive, Delete).

Tips​

  • Use the status cards as one-click filters before reaching for the dropdowns.
  • Star the documents you return to often so you can find them quickly.
  • The Modified By · Date column tells you who last touched a file and when.
  • A red Legal Hold badge means the document is frozen — editing, moving, renaming, archiving, and trashing are blocked until the hold is lifted.

Troubleshooting​

ProblemWhat to check
The page or menu item isn't visibleYou may not have the DOCUMENTS.VIEW permission — contact your administrator.
A document you expect is missingClear the filters and search box; it may also live in a workspace you can't access.
Save is greyed out in the upload dialogAdd at least one file — the button stays disabled until a file is selected.
Rename / Move / Archive is disabled on a rowThe document is under a Legal Hold; it must be released first.
Counts look out of dateClick Refresh in the page header to reload the list and totals.