Find and organise documents

What it does

Type in a room's search box and the list narrows as you type, matching each document's name, its file type and the details line beneath it, so typing "excel" finds an Excel file whatever it is called. Matches inside the documents' text come back in their own section below the list, as ranked snippets with the matching phrase highlighted.

The filter narrows by file type, with a count beside each type the list holds, and by upload date: the last 7 days, the last 30 days or this calendar year. A badge on the filter counts what is in force, and one press clears it all.

Sort six ways: newest or oldest first, name A to Z or Z to A, largest first and most pages first. Inside a room the first two follow your own arrangement of the room, forwards or reversed, rather than upload dates. Names sort the way people read them, so Appendix 2 comes before Appendix 10.

Your Documents page, where your uploads outside any room live, has the same filters, sorts and bulk actions over the documents it has loaded, and its search inside documents reaches across your rooms and unfiled uploads alike.

Acting on a whole selection

Press Select, tick the documents you want or Select all, then move them into a folder in one step or delete them together.

A bulk delete runs every check a single delete runs. Any document still out for signature is kept back and the notice says why, the rest of the selection goes, and the whole batch sits behind one six-second undo. Press Undo and every document comes back with its views and links intact.

Tags

Give a document up to 10 short labels of your own, such as Signed, Board pack or Needs review, so a set of documents can cut across your folders without anything being moved. Choose Edit tags from a document's menu, then type a tag, or pick one already used on the other documents in the list.

Inside a room, and among your unfiled documents on the Documents page, the filter narrows by tag alongside type and upload date, with a count beside each tag, and the search box finds a document by its tags as well as its name. Select several documents to add a tag to all of them at once, or to take one off.

Tags are visible to you and to people who can edit the room's documents, never to viewers or to anyone you share with.

Why the name filter and the text search stay apart

A filter that quietly mixed in matches from inside documents would show you a file whose name has nothing to do with what you typed, with nothing to say why it is there. Keeping the two in separate sections means every result tells you which kind of match it is, and the list you are filtering stays the list you are looking at.

Good to know

• The filter panel, the sorts and the bulk actions are the room owner's tools. A room member can narrow the room by name and search inside its documents.
• Moving a selection needs a folder to move it into: the Move button appears as soon as there is one.