The library is the main view of Gladtolink platform where you can see all the documents and dossiers that you have created, as well as those that have been shared with you. If you have a very large volume of documents, you will certainly appreciate the utility of filtering them according to certain criteria, to see only those documents of your interest. Here below you will see the types of filters we have at your disposal and how to save these filters in order to reload them easily or set them as default.
Main buttons of the Filters section
The main buttons of the filters section are four with the following functions from left to right:
The filters section is shown, by default, in the center-left part of the screen, between the side menu and the library. However, you can change its location as you wish.
Flat Search Field
If you want to search documents that contain one or more words, use the flat search box, writing the related words on it. Then press “Enter” and those documents and files containing the searched words will be displayed in our library. Remember that, to remove the filter and see all your documents and files again, you must press the brush button.
After setting up a filter, especially if it is a complex filter, you may want to save it for later use or even set it as default. So, after configuring your filter (using the sections that you will see below), click on the icon of the three vertical points and select “+ Save new query”. This will allow you to specify a name to find your filter easily.
The filter applied to our library will be shown in gray. If you modify a filter that you have applied, you can save the changes by clicking on the three vertical points and selecting “Save current filter”. You can also select “Set by default” to set the current filter as the default one and it will be applied to your default library every time you access it. If you want to remove a default filter, select the specific filter, click on the three vertical points and press “Remove by default”. More information about the predefined filters can be found in the following link.
Filters by date
If you want to filter documents and/or files by their creation date, go to the filters date section. There you can easily select the time range we want to visualize. Please, take into account that, by default, documents are filtered from the “last 90 days”.
In the last option, date range, you can specify two exact dates to see only the documents and dossiers that have been created between both dates (included).
The advanced filters section allows you to filter by type of item (documents only, dossiers only or both). It also allows you to see only items that are tagged, only those that are not tagged, or both. In addition, you can filter only “my” documents, show only those of other users or view both. Finally, you can search by name in the text box below.
If you select the option to see only documents, a new field will appear that will allow you to filter those documents that are assigned to a dossier, those that do not belong any dossier or both.
Since the most effective way to distinguish and organize documents is by tagging them, it is possible to filter the documents based on their Tags. The first thing you should do is select the labels you want to use in your filter. Choose if you want each specific tag to be selected or not. If there are tags that have a list of values, you can also specify if you want to see only those documents that have that value in the selected tag.
If a tag has an assigned workflow, you can specify if you want to see only those documents that have a specific status assigned. You can also select to view all those documents with a different status from the one specified.
When a tag has a linked form, you can filter by the content of specific fields within that form. You can indicate that a specific field is filled, not filled, or should be equal to a value that you indicate or different from that value. Depending on the type of field (text, numeric …), the options you have are different.
In summary, the filters section allows you to organize your library in order to see at a glance the information that interests you. Due to the wide range of possibilities offered by filters, it is possible to specify general filters, as well as very specific filters.