The document list settings is most commonly used to make custom questions visible as columns on the document list.
This article highlights:
To access the document list settings, click the Settings menu and click the dropdown for Account.
From the available list of tabs, select the Document list.
A failure to see these options may suggest that you do not have the permissions to access this page.
Making a column visible on the Document list
From the Document list settings tab, you can make a custom question visible as a new column on the Document List.
All fields are grouped by the app used to generate them. Expand on a given app to show the available list of questions. To make a field visible, used the checkbox in the visible column, then update the display name and data type.
Top Tip! Only questions linked to existing documents are shown. Where custom questions are missing from this list, it's likely that your organisation is yet to create a document using that custom field.
Remember to click Save in the top right corner of your screen to save your entries if you are finished.
Updating a column's display name
When a custom field is made visible on the document list, you'll see an option to edit the display name. The Display name will mirror the field name by default, but you may update this to a name or column heading instead.
To update a column's display name, click the field's current display name. You'll have the option to make your edits from here, staying within a certain character limit. Once you're done, click Enter on your keyboard or click outside of the field to confirm your edits.
Remember to click Save in the top right corner of your screen to save your entries if you are finished.
Editing a column's data type
For each custom field in your document list, you can set a column's data type as any one of the following:
Text
Date
Number
List
The data type field determines the filtering options available to your users when they search against the column in the document list
For example, the Text field will allow users to filter by options that contains, starts with or ends with a given word or phrase.
The List field is used when there is only a set number of options a field is likely to have. The List data type provides the user with a checkbox to select and filter against any existing list options.
The Number data type will prompt you to perhaps filter by a number greater or less than another number in the system.
Like the number field, the Date data type fields allow users to filter by dates equal to, before, on or after a specified date. You can also search by range.
Remember to click Save in the top right corner of your screen to save your entries if you are finished.
Grouping columns together
By default, all unique fields are treated as separate column. This is true even if the field name is the same across multiple apps.
If you have multiple columns in your document list that you would like displayed as a single column, you can group them together.
To group columns together, ensure that your columns have exactly the same display name and data type.
This will automatically display an icon indicating that the columns have been grouped. You will also need to make sure that the data type is the same for the columns you've grouped together.
Remember to click Save in the top right corner of your screen to save your entries if you are finished.
Upon saving your changes, the grouped fields will display as a single column on the document list for all users in your organisation.
Need help with configuring your document list settings? Contact our team via live chat or [email protected].