Find the Document you need
Lesson 2 of 17 7 min read
Search by reference, filter lists by reference, document number and date, and save the views you use every day.
A busy Organisation can process thousands of Documents a week. Scrolling is not a strategy. In this lesson you will learn the three ways to find a Document quickly (search, filters and saved views) and when to use each.
Search by reference
The fastest route, when you have a reference such as an order number:
- Press
/or select the search button in the top bar. - Paste the reference.
- Pick from the results: Documents, source data and target data that carry it, each with its status and the date it arrived.
If there are more results than the box can show, the heading ends with a link such as Show all 47 documents, which opens the full list already filtered to that reference. Reopen the search box without changing what you typed and your last results appear straight away, refreshed as anything changes.
Filter a list
When you want a set of Documents rather than one, filter the list.
| Filter | Use it to... |
|---|---|
| Reference | Find Documents, source data or target data by reference. On target data, this column shows the source reference and the reference together, and filtering searches both. |
| Document number | Match exactly, or with options such as "starts with". |
| "in" | Filter by a set of values at once: paste a list of document numbers or references. |
| Date | On document lists, pick a single day or a date range, based on the document date. |
Copying a batch of references
Tick rows on a list, then click the Reference column heading to copy all their references as a comma-separated list. You can paste it straight into the Reference filter on another list. It is a quick way to check whether a batch of orders all reached the target data list.
Single references copy with one click too: the reference turns green and shows a tick once copied.
Keep the views you use
- The address bar remembers. Document, source data and target data lists keep their page, sort order and filters in the web address. Bookmark a filtered view or send it to a colleague, and if you open a Document and press Back, the list is exactly as you left it.
- Pin a list. Pin a list with its filters and sorting and it appears as a tab below the top bar. Each pin is named after the list and its filters; you can rename it, colour it and mark it with an icon.
- Pin a record. Pin an individual Document or data record from its actions menu. Pinned rows are highlighted on the list.
Look without losing your place
To glance at a Document without leaving the list, use the Preview action or press Q.
Your filters, page and scroll position stay as they were, and you can open the full page from
the preview if you need to work on it.
Sam's morning routine
Sam keeps three pinned tabs: today's Orders, Shipments from the last two days, and target data
filtered to the Northgate Integration. When a customer emails with order #2318, he presses
/, pastes the number and sees the Order, its source data and its target data, each with a
status, in one box.
On Friday the grocery chain sends a list of eight order numbers it says it never received invoices for. Sam pastes all eight into the in filter on the Invoices list and sees at once which exist.
Recap
- Press
/and paste a reference to find every Document, source data and target data record that carries it. - Filter lists by reference, document number, a set of values ("in") or document date.
- Click the Reference column heading to copy all selected references for use in another filter.
- Lists keep their filters in the address bar; pin the views and records you use every day.
- Press
Qto preview a Document without leaving the list.
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