Searching and Listing Documents

Search
All
- Document preview
Document detail
- Revisions and metadata
DMS – columns

The Documents page shows documents from all cases you have access to, as well as your private documents. You can search them, view them, download them and upload new versions. Open it from the side menu using the Documents item. The page opens on the Search tab.

Search

No.	Element	Purpose
1	All	Switches to the list of all documents.
2	Search	Search tab (open).
3	DMS – columns	Sets which document attributes are displayed as columns.
4	Add document	Uploads a new document. See the article Uploading Documents, Folders and Revisions.
5	Search	Search text. Start the search with the Enter key or the magnifying glass. TAS does not run an empty search.
6	Search all	Searches all documents in the system, not just the ones you can see. Documents of deleted cases are skipped; for regular users, documents of suspended cases are skipped as well.
7	Current only	Returns only the current version of a document. When unchecked, older revisions are found too.
8	Preview	Document thumbnail. Displayed only if previews are enabled in the installation.
9	Name	File name.
10	Uploaded	When the version was uploaded. By default, results are sorted from newest.
11	Uploaded by	Who uploaded the version. If a deputy uploaded it, it shows “X (for: Y)”.
12	Revision	Document version number.
13	Current	Yes for the newest version, No for older revisions.
14	Document preview	Opens the preview in a new window. Inactive for formats without a preview.
15	Download	Downloads the file.
16	More options	Menu with Revisions and Delete.
17	Record count	Number of documents found.
18	Display	Row density.
19	Fit columns	Resets column widths to the default.

Without full-text search, TAS searches for the text in the file name, in the name of the person who uploaded the document, in the folder name and in the document's text attributes. If the administrator has enabled full-text search, the content of documents is searched as well.

Item	Purpose
Revisions	Opens the document detail with its revisions. Double-clicking the row does the same.
Delete	Deletes the document. Who is allowed to delete is described in the article Uploading Documents, Folders and Revisions.

Search all and permissions
With the Search all option, you also find documents from cases you do not have access to. You will see their name, but TAS will not let you download them unless you have permission for the document. Every such search is recorded in the access log.

All

The All tab shows the current versions of all documents you can see: documents of cases you have permission for and documents you uploaded yourself. Documents of deleted and suspended cases are filtered out by default.

No.	Element	Purpose
1	All	List tab (open).
2	Selected	Number of selected rows. Above 1000, “first 1000” is displayed.
3	Delete	Deletes the selected documents. Opens the Delete documents window.
4	Download	Downloads the selected documents in a single documents.zip file.
5	Save filter	Saves the column filter under a custom name.
6	Clear filters	Clears all filters.
7	Filter	Window for building a filter from multiple conditions.
8	Select all	Selects all loaded rows. Select individual rows using the checkbox at the start of the row.
9	Column filter	Value the column is filtered by. The Current column offers a Yes/No choice, dates have a calendar.
10	Document preview	Opens the preview in a new window.
11	Download	Downloads the file.
12	More options	Revisions and Delete.

To the left of the table is the folder tree. All files shows all documents; clicking a folder shows only the documents in it (without subfolders). The “E.g. invoice.pdf…” field above the tree searches folder names. Folders are created by the document administrator, see the article Uploading Documents, Folders and Revisions.

Press the Delete key to delete the selected rows. Double-clicking a row opens the document detail.

Document preview

Preview supports images (jpg, jpeg, gif, bmp, png), PDF, text files (txt, csv, xml), docx documents and videos (mp4, webm, mov). For other formats, the preview icon is inactive and you download the document instead.

Document detail

Open the detail by double-clicking a row or using the Revisions item in the row menu.

No.	Element	Purpose
1	Close	Closes the detail.
2	Save and close	Saves metadata changes and closes the detail. Becomes active only after you change something.
3	Download	Downloads the current version.
4	Print	Prints the document.
5	More	Menu with document deletion. The document administrator also has Index here if full-text search is enabled.
6	Case	The case the document belongs to. Click it to open the case. Not shown for a private document.
7	Current document version	Preview of the current version.
8	Page	Number of the displayed page and the total number of pages.
9	Zoom	Zooms the preview in and out.

The Download and Print buttons in the detail are active only for formats with a preview. Download other files from the list.

Revisions and metadata

Below the preview is the list of revisions and information about the document.

No.	Element	Purpose
1	Upload revision	Drag a file here or click to upload a new version of the document.
2	Name	File name of the revision.
3	Uploaded	When the revision was uploaded.
4	Uploaded by	Who uploaded the revision.
5	Revision	Revision number.
6	In search	Yes if the revision content is indexed for full-text search.
7	Preview	Opens the revision preview. Double-clicking does the same.
8	Download	Downloads the revision.
9	Logical file type	Document type. Determines which attributes are displayed. A general document has no additional attributes.
10	Folder assignment	Folder the document belongs to. “/” means no folder.

The logical type, folder and attributes can be changed by the document administrator, the case owner or the person who uploaded the document. For a private document, only the person who uploaded it and the document administrator can change them.

DMS – columns

You can add columns with document attributes to the document lists, for example Case or Folder.

No.	Element	Purpose
1	Selected attributes	Attributes you can display. Search is at the top.
2	Plus	Adds the selected attribute to the columns.
3	Minus	Removes the attribute from the columns.
4	Assignment	Attributes displayed as columns, in this order.
5	Reset	After confirmation, restores the default columns.
6	Save	Saves the settings.
7	Close	Closes the window without saving.

The settings are personal and apply to both the Search and All tabs. The Folder column cannot be filtered or sorted.

Related: Uploading Documents, Folders and Revisions; Deleted Documents and Access Log.

Reports and Charts

Handing Over, Taking Over and Tasks to Pull

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