Document displays information about files in grids. You can add, remove, reorder, and resize columns in a grid. You can also sort, filter, and group data in the grids.
Select a link below to learn how to customize the grids in Document.
Grids that contain file lists allow you to add and remove columns. The 
columns that can be displayed contain metadata Descriptive information about a file that is used to help organize files. Examples of metadata you can assign to files in Document include class, subclass, document type, and keywords, among others. for the files stored in Document.
| Column | Description |
|---|---|
| Business Unit | Displays the business unit associated with the file. |
| Class | Displays the class assigned to the file. Classes provide a way to categorize, organize, and set retention periods for files. |
| Created By | Displays the user name of the person who added the file. |
| Date Created | Displays the date the file was added to Document. |
| Date Modified | Displays the date the file was last edited. |
| Document Type | Displays the document type assigned to the file. Document types are set up by your firm and provide an additional level of classification beyond class and subclass. |
| Entity ID | Displays the ID of the entity associated with the file. The entity ID is a combination of the client ID and client sub-ID (if a sub-ID exists). |
| Entity Name | The name of the entity associated with the file. |
| Expiration Date | The expiration date, if set, for the file. |
| File ID | The ID associated with the file. |
| File Location | The location of the file. If a file has been added to managed storage, the column is blank. Files added to extended storage display . |
| Folder | The folder where the file is stored. |
| Keywords | Keywords associated with the file, if any. Keywords can be used as search criteria to help locate the file at a later date. |
| Modified By | The name of the user who last modified the file. |
| Office | The office associated with the file. |
| Permanent | Indicates if the file has been marked as permanent. |
| Size (KB) | The size of the file. |
| Subclass | The subclass assigned to the file. Subclasses are initially created during firm setup and provide an additional level of organization for files. The available subclasses are based on the class selected. |
| Type | The file type. |
| Year | The year associated with the file. |
To add or remove columns from a file list grid, do the following:
- Right-click the header row for the grid, and then select Add/Remove Columns.
- Do either of the following as needed:
- Add columns. Select the fields to add in the Primary fields available to be columns box. Click the right arrow
to move the field to the Show fields as columns in this order box. To add all listed columns to the grid, click the double right arrow
. - Remove columns. Select the fields to remove from the grid in the Show fields as columns in this order box. Click the left arrow
. To remove all listed fields from the grid, click the double left arrow
.
- Add columns. Select the fields to add in the Primary fields available to be columns box. Click the right arrow
- If needed, reorder the columns. In the Show fields as columns in this order box, select the field to be moved. Then, click the up
or down
buttons as needed to move the field to its proper place in the list. - Click OK.
There are two ways to change the column order in a grid.
- Dragging and dropping the column header. In the grid, drag a column header to the right or left to the location where you want to move it. Blue pointer arrows display above and below the column header row when you reach a location where you can drop the column header. Drop the column header at the correct location.
- Using the Add/Remove columns window. Right-click the header row for the grid, and then select Add/Remove Columns. In the Show fields as columns in this order box, select the field to be moved. Then, click the up or down buttons as needed to move the field to its proper place in the list.
Hover the pointer over the right margin of a column until you see a double-pointed arrow. The arrows indicates the cursor is in the correct position to resize the column width. Click and drag the column margin to a new position.
You can sort data in either ascending or descending alphabetical order. An arrow at the top of a column header indicates which column is currently used for sorting. The direction of the arrow indicates if the sort is in ascending or descending order.
There are two ways to sort records in a grid.
- Clicking a column header. Click a column header to toggle between ascending and descending sorts.
- Using the right-click menu. Right-click a column header and select Sort > Ascending or Sort > Descending.
Filters limit the amount of information shown in a grid, so you can focus on specific data. For example, you can display only the records that exactly match your filtering criteria or display all records except your filtering criteria.
To filter a grid, click the filter icon 
, and then select one of the displayed filters.
To remove a filter, click the click the filter icon, and then click the selected filter to remove it.
There are two ways to group data.
- Dragging and dropping the column header. Drag the column header for the grouping field to the area above the grid. When the group by area displays, drop the column header there.
- Using the right-click menu. Right-click the column you want to group by and select Group by this field.
To remove a group, expand a grouped section. Right-click the grouping field column and then select Ungroup this field.