Document Listing
Last updated
Last updated
© Ascertia Limited 2024
The document listing screen appears when the user clicks on the 'Documents' option from the navigation panel. The 'Documents' screen lists all the documents available to the user. When you click on a document, the information and related actions appear in the information panel.
Search bar: The search bar allows you to search documents. You can also use advanced search by applying filtration criteria.
Folders: The folders button allows you to manage the default folder, custom folders, archived folder, and shared folders.
Sign a new document: Click the "Sign a New Document" button to start a new workflow.
Status Filter: The "Status Filter" bar shows the count of documents falling into different categories based on their statuses.
| Status Filter | Count |
|---|---|
Action Required | Shows the aggregate count of "Pending" and "Declined" documents. |
Awaiting Others | Shows the aggregate count of "In-progress" documents. |
Completed | Shows the aggregate count of "Completed" documents. |
Others | Shows the aggregate count of "Approved", "Draft", "Signed", and "Updated" documents. |
Expiring in 7 Days | Shows the aggregate count of pending document packages whose viewing access is about to expire in 7 days for the logged-in user. |
Document listing: Lists all the documents available to the user. The "Owner" filter has the option to list these documents based on whether the document owner is "You", "Others", or "All".
A record in the document listing is called a 'Document Package'. A document package may contain a single or multiple documents to be signed.
Document: The name of the document package. Clicking on a document package displays various details and actions associated with the document package, in the information panel. If there is a red notification dot next to the package name, it represents that either:
The document package is either newly sent to you for collaboration, or
There is any change (i.e. signed/ updated/ reviewed/ annotated/ form filled by other recipient/ owner themselves) in the document package after you have collaborated in the workflow.
Status: The status of the document package, i.e. draft, in-progress, pending, signed, declined, approved, updated, completed, or expiring in 7 days.
Owner: The owner of the document package.
Last Updated: The date on which the document package was last modified, i.e. created, shared, form filled, signed, declined, etc.
Pagination footer: To help navigate between document packages.
By default, your latest document packages are displayed at the top of the list. You can sort them on the basis of their title, status, owner, and last-updated. To sort your documents list click the parameter once to sort the list in ascending order, and click the same parameter again to sort the list in descending order.
By default, all your document packages are listed in the "Inbox" folder. You can choose to filter them on the basis of their statuses and folders.
Click on the 'Folder' button, select a folder, and then filter based on status from the "Status Filter" options to view the respective list of documents.
By default, all your document(s) packages are listed in the "Inbox" folder. However, you can create custom folders to organize them as required and move your document into a custom folder.
Shared folders work on the principle of delegating your document processing authority to a group of collaborators. A shared folder owner may create a shared folder and workflow documents in it so that these documents can be processed by any of the nominated collaborators on behalf of the shared folder owner in their absence.
By default, up to 10 document packages are displayed in the main table. However, if you want to access the documents that exist toward the back of the table, just click the 'Next' button in the pagination footer, this will take you to the next page. Alternatively, you can also move to a specific page by clicking the '1 of X pages' option, in the pagination footer.
