The document list contains all documents uploaded to Plexus. Specific documents may be shown on or hidden from the document list depending on your account access and permissions and organisation unit.

To access the Document list, select the Documents option from the main menu on the left hand side of the screen.

The Document list is similar to an Excel Spreadsheet, with each field showing the searchable data that's entered by users when they upload files via approve and eSign, store a document, advertising wizard or a purpose-built custom app.

From the Document list, you might expect to see information such as:

You can search by this information to best find, sort and filter documents in the list. To make sure that the view is unique to you, we've created a list of the different ways to customise the Document list and to find the files you need:

The main way to upload documents to Plexus is from the Dashboard, or from the Apps menu on the left hand side of the screen. However, should you require a shortcut to add a document to one of our standard apps, you can do so from the Document list.

You can click Add document to upload files from any of our standard apps:

For any user that has access to both standard apps, there will be an option to select an application:

Document facts are captured when you upload files to Plexus. Facts are visible on the Document List, and they can be viewed and edited from the Document facts tab when viewing the document's details.

You can view and organise the document key facts using:

From the Document list you can edit select key facts for documents in bulk. Editable facts include:

To edit a key fact from the Document list, you can double click the eligible field, or click the corresponding edit icon.

Make changes in the available pop-up. Then click the Tick to save any changes.

You can also edit the key facts for multiple documents in bulk.

To help find documents in Plexus, we have three searching tools available from this page.

1. Universal search. Located on most pages, this field allows you to search for a document. You may search for a document's name or within its content and metadata.

​2. Search for content in a document. Located to the top right of the Document list, this search field allows you to search for a document's name, or within its content and metadata.

​3. Search a column's fields. This field is located below the heading for each and every column, and allows you to search vertically through the Document list. This field is most helpful to use when you're only interested in searching for the information in a given column (i.e. Document name).

Each column will have different options for filtering. Start by clicking the filter icon next to each column's search bar to bring up the options.
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The filter options change depending on whether the field is entered as a text, date, number or list field. You can check the available filter options for a column by clicking on the filter icon next to each column name.

In some cases, you may be prompted to choose filter options from a dropdown.

For filters with free text fields, you can use a combination of and/or logic to expand the search.

If you would like to remove filter(s), use the backspace key on the free text field(s) to remove the text as required.

In other cases, you may be prompted to use a checkbox to activate and deactivate the filters instead.

The document list will automatically update once the filters are applied.

Showing and hiding columns is a great way to add further personalisation to the Document list. To get started, click the table icon on the right hand side of the screen.

This will open up a list of the fields you have available to show or hide on screen. Activate and deactivate the required fields using the checkboxes.

The Document list will automatically update based on your selections.

Alternatively, you'll also notice a hamburger icon ( ☰ ) next to each column's header. Click the hamburger icon and then click the three column icon to quickly toggle columns on and off as an alternative.

There are a range of ways to resize columns to suit you.

1. Stretching the header column. You'll notice that each column's header has a separator ( | ) to separate each field.

If you hover over that separator, you'll be able to click and drag that field with your mouse to its desired width.

2. Clicking the hamburger Icon ( ☰ ) . You'll also notice a hamburger icon next to each column's header. Click this and click Autosize this column to automatically change the width of the column.

3. Clicking the tools icon. From the table's tools icon, you'll be able to auto-adjust the columns to full-width by clicking Full-width columns or Distribute columns to fit.

Each and every column header that's made visible on the Document list can be dragged and dropped to appear in your preferred order. Simply use your mouse to drag and drop as required.

You can group documents by their headings to create folders. To group by a field, drag the column name to the top header row of the table to the section labelled Drag column headings here to group documents.

You can then use the arrows to open each folder and view the related documents.

There are two key ways to visualise the relationship between main and sub-documents on the Document list. To start, ensure that the following two columns are Visible:

From here, you can:

When you’ve configured the table to display documents (or matters) in a way that’s going to get you the most value out of your day, you can save this view. This will allow you to easily return back to your previous configuration even if you apply another search to the table.

You can click the Eye icon to open up a number of options which we'll go into more detail on below.

When you need to switch from one task to another, you can switch between previously saved views just as easily. Select the Switch view option.

From the list of previously saved views, Select any eligible view to update the documents list.

Plexus will automatically save the most recent view of the Document list. However, if you require multiple ways to visualise contracts, you can Save view for multiple views. From the Save view button, enter a name for the view, and select whether it should be:

Click Save to save the current view.

The Managing views button will allow you to delete any saved views that are no longer relevant to you. You can only delete views that you have created.

For any view to be deleted, select the Trash icon.

Then click the Save button to finalise your changes.

Click Reset view icon to clear any custom views or changes. This will reset the Document list to the default view.

Have a question about customising the Documents list? Reach out to our support team via live chat or [email protected].