How to use and customise the Document Manager Filter

Published: 09/12/2016

The Document Manager can be filtered to only show those documents that the user wishes to view.
This makes reviewing the Document Manager and the engagement easier.

The Filter Header is located above the Document Manager headings and is defaulted to show.
Click on View | Show and the select Filter Header option allows users to hide/show the filter header.

The Filter menu provides users with a set of predefined filters that can be selected. 

Select the drop-down arrow to view the Filter menu.
Then select the appropriate filter.

Customising the Filter menu

The Filter menu can be customized by removing or re-ordering existing filter or adding additional filter, e.g. Tags Filter.

Select the drop-down arrow to view the Filter menu.
From the Filter menu, select Filter Manager
The Filter Manager dialogue box will then appear

There are two types of Filters:

Personal: These filters are only visible to the current user.
Shared: These filters are visible to all users within the file and can be transferred to other client files. The existing filters can be re-ordered by highlighting the relevant filter and using the ‘Move Up’ or ‘Move Down’ buttons. Remove unused filters by deselecting the tick-boxes to the left of the relevant filter(s).

Adding New filters

New filters can be added using the ‘New’ button.

The New Filter dialogue appears

Insert a name for the filter and then click on Edit

Simple Filter Editor: allows users to quickly select from the drop down lists of Document properties, e.g. creating a new Tags filter

Select the relevant tag(s) to be included in the new document filter and select Ok

Sharing a Customised filter

This new document filter can be shared by selecting the "Share" button or to add it to the ‘Personal’ filter view, select "Ok". The new filter will be added to the Filter Manager and can be re-ordered as preferred.

The Document Manager will be filtered according the new document filter properties.
To view the entire Document Manager select the None filter.

An Advanced Filter editor is also provided for those who want to design more complex Document Manager Filters or modify the functionality of a simple filter. For example, a simple Filter could be built to show all documents signed off by role 1 and role 2. This Filter could then be edited in the Advanced Filter Editor to show documents signed off by role 1 or role 2 instead.