Filtering documents in Avvoka helps users quickly find specific documents within large document lists. By combining sorting and filtering options, users can narrow results by document details, actions required, or document state, making it easier to track progress and manage work efficiently.
Filtering and sorting allow users to:
Locate a specific document
Focus on documents that require user action
Review documents by status, ownership, or progress
Quickly organise documents by date or title.
This article covers:
Accessing Document Filters and Sorting
To filter or sort documents:
Navigate to Drive > Use the table headers and filter options to organise the document list view.
Sorting Documents
Users can sort documents by clicking the ‘Created at’ and ‘Updated at’ column headers. Clicking a column header alternates the list between ascending and descending order. Only one column can be used for sorting at a time.
Alternatively, to change the sort order, click the Ascending or Descending icon located to the left of the search bar.
Filtering Documents
In addition to sorting, Avvoka provides filters to narrow down the document list. Filters are located on the same line as the search bar and can be used together with sorting.
Document Filters
All – Shows all documents in the profile or organisation (available to Profile Managers and Organisation Support users).
Own – Shows only documents in which the user is a participant.
Action Filters
Use action filters to find documents based on what needs to be done:
Any – Shows documents with any available action.
Continue – Documents assigned to the user and currently in progress.
Review – Documents in the editing or review stage.
Send – Documents created and ready to be sent.
Sent to CP – Documents sent to the counterparty.
Sign – Documents that require signatures.
None – Documents assigned to the user that are currently in progress.
Advanced Filters
Advanced filters allow users to narrow the document list by multiple criteria, including document attributes (such as State, Type, and Approval), template information (Template ID, Template Version ID, Template Version Number), labels, document status (synchronised or created), creation date, and document creator. Advanced Filters help users quickly find and manage the documents they need.
Users can choose from the following filter options:
1. State
Use 'State' filters to narrow documents by their current status:
Created – Documents that have been created.
Being edited by author party – Documents locked to the author party.
Unlocked – Documents sent by either party but not locked.
Being edited by counterparty – Documents locked to the counterparty.
Being edited by any party – Documents locked to either party.
Ready to sign / complete – Documents ready to be signed or marked as complete.
Pending external signature – Documents sent to external e-signature platforms.
Partially signed / completed – Documents with some signatures or completions.
Signed / Completed – Documents that are fully signed or completed.
2. Type
The 'Type' filter allows users to narrow their search by selecting either a single document or a document pack. This filter can be combined with others to quickly find the content needed.
3. Recipient
The 'Recipient' field allows users to specify the individual who will receive the document by entering their name or email address.
4. Approval
The 'Approval' filter allows users to narrow the document list based on approval status.
Users can choose from the following options:
Documents pending my approval - shows only documents that require personal approval
Documents pending any approval - shows all documents that require approval from any user, including the current user and other approvers.
5. Document Attribute
The 'Document Attribute' filter allows users to refine the search by choosing specific document attributes. Users can set a filter so that a particular attribute name matches a specific attribute value. This makes it easier for users to find documents with the exact characteristics they need.
6. Template ID
The 'Template ID' filter allows users to narrow down the document list by selecting a specific template. By entering or selecting a Template ID, users can quickly find all documents created from that particular template.
7. Label
The 'Label' filter allows users to organise and narrow the document list by selecting specific labels that describe the status or category of documents.
Available label options include:
Approval completed – shows documents that have finished the approval process
Approval needed – shows documents that require approval
Approval rejected – shows documents that were rejected during approval
Document in draft (30 days) – shows documents that have been in draft for 30 days
Document in draft (60 days) – shows documents that have been in draft for 60 days
Important documents – shows documents marked as important
Incoming documents – shows documents received from others
Outgoing documents – shows documents sent to others.
8. Document is Synchronised
The 'Document is Synchronised' Filter allows users to view only documents that are currently synchronised with connected systems. This filter helps users quickly identify up-to-date documents and ensures that all changes are reflected across platforms.
9. Document Created by Me
The 'Document is Created by Me' filter allows users to view only the documents they have personally created. This filter helps users quickly find and manage their own documents without searching through documents created by others.
10. Document Creator Email
The 'Document Creator Email' filter allows users to narrow down the document list by specifying the email address of the document creator. This filter helps users quickly find documents created by a specific user.
11. Created
The 'Created' filter allows users to narrow the document list based on creation date. Users can filter documents created before or after a specific date, making it easier to find documents within a particular time frame.
12. Template version ID
The 'Template Version ID' filter allows users to narrow the document list by selecting a specific template version. This filter helps users quickly find all documents created from that particular version.
13. Template Version Number
The 'Template Version Number' filter allows users to narrow the document list by selecting a specific template version number. This filter helps users quickly locate all documents created from that version of the template.
Using Filters Effectively
Users can combine filters to further narrow results.
Filters update the document list immediately.
Clear filters if expected documents are not visible.
Using document filters helps users stay organised and focused, especially when working with large volumes of documents. Applying the appropriate filters makes it easier to quickly locate relevant documents and keep workflows running efficiently. If the results are not as expected, clearing the filters and starting again can help.