Documents · Daily operations · 7 min read

Find, preview and export documents

Filter and search the library, open previews, use the Documents button on a record and export a manifest.

Before you begin

You need dms.view. The list shows only what you may see: files linked to records you cannot read, folders you lack the permission for, and stores you cannot open are left out of the list and the counts.

Find a document

1. Open Documents > Library. The tabs show counts: All, My documents, Expiring and Quarantine. Expiring lists active files that have expired or expire within 90 days.
2. Use the filter row: Workspace (choosing one also sets Store to Library), Store, Linked to, Kind, and Under legal hold.
3. Type in Search documents. It matches name, linked record, classification, owner and tags across all pages.
4. Click a column heading to sort. Switch between List and Grid; your choice is remembered.

The State column shows Available, Expiring (0 to 90 days left), Expired, Archived, Held, or Removed at source. Held takes priority over expiry.

Preview a document

Click a row to open the side panel with Preview, Details, Versions and Activity. Click Open document for the full record, or Download.

Previews work as follows:

• PDF. Shown inline in the page.
• Images. Zoom, rotate and full screen.
• Word, Excel and PowerPoint. Shown as headings and tables, sheets, or slides. Where the server can convert Office files they show as PDF. Older formats such as .doc may need to be downloaded.
• CSV, text, e-mail, ZIP. Shown as a table, text (only the beginning of long files), headers with attachments, or a list of entries.
• Audio and video. Browser player.
• Files that could run in a browser. Download only.

Refresh the index

Files kept by other modules appear within ten minutes. To see a new attachment at once, click Refresh index. It is refused if Indexed external stores is switched off. A file deleted at its source stays as a row marked 'Removed at source'.

Use the Documents button on a record

1. Open a record such as a customer, product, sales order, invoice, employee, vehicle, manufacturing order or project.
2. Click Documents n, the paperclip button. The count covers every store.
3. The library opens with a bar 'Documents of kind: record' showing only that record's files. Click Show all documents to clear it.
4. Click Upload; step 3 already has the record filled in.

If you lack the right to read the record, the button is not shown. It never shows a wrong count.

Export a manifest

1. Apply the filters you want.
2. Click Export manifest.

You receive document-manifest.csv with name, store, linked record, record type, category, kind, size, SHA-256, version, uploader, expiry, legal hold, sensitivity and tags. It contains only the rows you can see. Names that start with a formula character are written as text. The export is recorded in the audit log. A view with more than 10,000 files is refused: narrow the filters first.

Good to know

• Quarantine lists library versions that have not passed their checks; no release action exists yet.
• Opening a file removed at source gives a message that it has been removed from its module.
• Opening an id you may not see answers 'Record not found.', the same as an id that does not exist.