Documentation/ Working with documents/ Searching and filtering
Searching and filtering documents
The lists filter by column. The criteria stack, so each one narrows what the last one left, and they survive the table reloading after an operation.
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Column filters
Each column header carries its own filter. What kind depends on the data:
| Kind of column | How it filters |
|---|---|
| Text: supplier, client, document number, tax number | On a partial match of what you type. |
| List: status, source, project | By picking one or several values. |
| Amount | By value. |
| Date | By range, with quick periods. |
The header filters are there on the product and supplier masters too, behaving the same way.
Filtering by date
The date filter is a range, with a from and a to. You can give just one of them to cut off one end.
Before you filter, be clear which date you are working on: the document's, the upload or the processing. They are different and they answer different questions.
Quick periods
The date picker offers ready-made periods so you do not have to type a range:
| Today | Yesterday |
| Last 7 days | Last 30 days |
| This month | Last month |
This month and Last month are the ones you reach for at a month end; Last 7 days, for going through what has just come in.
Combining criteria
Filters add up. Filter by supplier and then by status and you get the documents that meet both.
That is the mechanism for building a particular working view, say one supplier's documents, from last month, with a status that needs a look.
Clearing filters
Clear filters drops every criterion in one go. Better than removing them one by one, and it avoids the common mistake of leaving a filter on a column you cannot see on screen.
It also resets what depends on the filters: the count of documents shown, what gets exported and the totals at the foot. And it removes the project filter in the header, which is the one most often forgotten.
The project filter
The project filter in the header narrows the table without asking for the documents again: the list shrinks at once and your place is kept. It survives opening a document and coming back, and it is removed with Clear filters.
The Project column sorts and filters on the code shown on screen, the same one used when assigning. It is explained in Assigning a project to documents.
Filters worth knowing
| What you want | How to set it |
|---|---|
| Today's outstanding work | Upload date: Today. Status: the ones needing a look. |
| The month end | Document date: Last month. |
| One supplier's documents | Supplier: part of the name. |
| Not yet sent to the ERP | Status: approved, leaving out sent. |
| Documents for one site or outlet | Project: the one you want. |
| What arrived by email | Source: Email. |
When a document does not appear
Check these, in this order:
- Clear the filters. It is the commonest cause by a distance.
- Check the period. The document date and the upload date can be months apart.
- Check the list. A document uploaded as the wrong type is in another list.
- Load more records, if the list is only showing part of the total.
- Look at the Source column to work out whether it ever arrived.