eDocs Document Filing (Content) Overview

Overview 

The new eDocs Content interface replaces folder-based navigation with a search-driven experience. Instead of browsing through a tree, you can quickly locate documents using search fields and filters. 

Simple Search 

      1. Enter a lookup field. (Student, Employee, Vendor etc) 

      2. Optionally filter by Document Type or Area  

      3. Click Search  

 Note: The Search button appears after at least one field is filled in 


 


 

 

Fields Explained:  

  1.  Search Bar – Searches across all key fields, or lookup value  

  1. Document Type – Filters by document name  

  1. Area – Filters by top-level grouping 

 

Search Results 

After running a search, results appear in a table 


 

  1. Search Summary – Displays criteria used to pull the documents. 

  1. Share Link – Generates a link to this search. When you share the link, each user will only see the documents they have permission to access in eDocs Content, even if your search returns more results. 

  1.  Save Search – Save this search with a name so you can quickly run it again later

 

  1. Advanced Search – Open Advanced Search to refine your search using multiple conditions 

  1. Export – Download your search results. You can export a list of all results as a CSV file or select documents in the table and download only those files. 

  1. Columns – Select which fields are shown as columns in the results table 

 

7.  Select Documents (Checkboxes) – Use the checkboxes next to each document to select multiple items and perform actions in bulk: 

                                           

                        1. Move to Recycling Folder – Moves all selected documents to the recycling folder  

                        2. Link Documents – Links the selected documents together so they appear in the Links section when viewing a document  

                                            

                                            

                 3. Download Options:

                                  a. Export a CSV file listing the selected documents   

                                 b. Download the selected documents as files  

                    Optional: Enable Download Metadata to include a .JSON file for each document with its key field information 

                                              

Advance Search 

Advanced Search allows you to combine multiple conditions for precise results.  

  1. Select a category to start your search. 

                 Key Fields – These are the values shown on the right side of a document and are specific to that document. 

                 Lookup – This refers to who or what the document is about, such as a Student, Vendor, or Employee

                                 

     2. Choose a condition (Is, Contains, Starts With, etc.)  

                                

    3. Enter a value – Begin typing to search and select a value from the dropdown list, or click the dropdown arrow to view and choose from available options. 

    4. Click AND to add more conditions  


Example: Area = Students AND Document Type = Application AND Name contains Smith 

Upload Documents 

  1.  Click Upload Documents in the top right-hand corner 

  1. Add a file 

    1.   Drag and drop your document into the upload area, or 

    2.   Click to browse and select a file from your computer 

             

  1. Select an Area - Choose where the document should be stored (e.g., Students, Vendors, HR Employees) 

                      

       4. Select a Document Type - Choose the category that best matches the document 

                       

     5. Add a Lookup (optional) - Select the person or entity the document is related to (such as a Student, Vendor, or Employee). You can search by name, or ID.  

                       

        6.        Choose how to complete the upload: 

                    Upload and Open – Uploads the document and opens it for viewing/editing in a new window 

                    Upload – Uploads the document and returns you to the main screen without loading the document. 

                                  

            Unfiled Documents 

 

Unfiled Documents are documents that are missing one or more of the required values: 

  • Lookup Value (the subject of the document)  

  • Document Type  

Because these values are missing, the documents appear in the top section of the screen, outside of the document tree. 

This interface allows you to quickly review and update these documents so they can be properly filed. 

 

All unfiled documents are displayed in a table format. Each row represents a document that needs to be updated. 

Review each document and enter the missing information to ensure it is filed correctly. 

 

You can filter the list to find specific documents more easily. 

To apply a filter: 

  1. Locate the column you want to filter by.  

  1. Click the funnel icon in that column header.  

  1. Select or enter your filter criteria.  

  1. Apply the filter to update the table.  

Repeat these steps for any column as needed. 

Why Filing Documents Is Important 

Filing documents ensures they can be easily found and used later. 

Unfiled documents are harder to locate because they are not included in the document tree or standard search results. Without a lookup value, you may need to review unfiled documents one by one to find what you are looking for. 

Delays in filing can also create additional challenges. The longer a document remains unfiled, the more difficult it may be to determine the correct lookup value, especially if that information is not clearly included in the document. 

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