Introduction
The document list in fynk provides a great overview for all of your documents. In this article we'll show you everything you need to know to use it to its full potential.
The document list page consists of multiple components and offers a wide range of functionality which we'll describe in the next sections.
Document search
Our document search allows you to search through the entire content of every document visible to you. This makes it easy to find specific names, IDs, addresses, and much more.
The search always looks for an exact match. For example, if you're searching for a specific phrase like "within 30 days", only documents containing that exact term will be shown.
If you need even more precision, you can search for " within 30 days " (with spaces before and after). This ensures that only documents where the phrase appears exactly as entered—including surrounding spaces—are returned.
What will be searched?
The full document text
Metadata
Parties
What will not be searched?
Tags (see filters section)
Attachments
Files in the file storage of documents
Filters
Click the filter button [funnel icon] to the left of the search bar to open the filter menu. Here, you can refine the list based on various attributes:
Archive: Filter for either active or archived documents.
Expired Documents: Show only active or expired documents. A document is marked as expired when its expiration date has passed.
Origin: Filter based on how the document was created in fynk, such as Signed PDF Import or Created from Template.
Teams: Display documents that belong to specific teams.
Stage: Filter by document stage, such as Draft or Signing.
Internal Party: Filter based on the internal party involved.
External Party: Narrow down documents by external parties.
Document User: Show documents where a specific user is involved.
Import: Filter by one or multiple specific imports.
Automation: Display documents created by a specific automation.
Tags: Refine the list using any combination of tags, including inclusive, exclusive, or exact match filtering.
Show metadata filter: Access filters for all available metadata
Columns
You can customize the columns in the document list to fit your personal preferences. To do this, click the cog icon in the top right corner of the document list.
This opens a menu where you can rearrange, enable, or disable columns, as well as add columns for any metadata.
Adding metadata columns is especially useful when you need to compare specific metadata across all your documents in one place. This allows for a clearer overview and helps you quickly identify key details without having to open each document individually.
Since the document list is personalized, any changes you make will only affect your own view. Other users will not see these adjustments. However, you can share filtered views and customized column settings with other users by using bookmarks. This allows others to access the same setup without affecting their personal preferences.
You can also sort the list in ascending or descending order based on most metadata fields by clicking the column header or using the sorting icon to the right of the search bar. However, sorting by teams or tags is not possible, as a document can have multiple teams or tags assigned.
There's no actual limit for the count of columns in the document list, depending on your screen size, resolution and zoom level, you might not fit all columns at once and have to scroll sidewards to access further columns.
Bulk actions
You can select multiple documents by clicking the checkbox to the left of the document name, allowing you to perform bulk actions.
To select all documents on the current page or all documents that match your current filters, click the checkbox in the header row. This makes it easy to apply actions to large sets of documents at once.
Available bulk actions:
Manage Teams: Add, remove, or synchronize teams. Synchronizing replaces existing teams with the selected ones.
Manage Tags: Add, remove, or synchronize tags. Synchronizing replaces existing tags with the selected ones.
Manage Metadata: Set metadata values for all selected documents. Multiple metadata fields can be updated at once.
Export: Export either:
A full archive (ZIP file containing all documents, attachments, and an Excel file with document metadata).
An Excel file with document metadata only.
Exports can only be performed by Admins or Owners.
Archive: Archive the selected documents.
Delete: Permanently delete all selected documents.
Deleting documents is only allowed for Admins or Owners.
Views
The document list offers two different views: Table View and Kanban View. By default, the Table View is displayed, but you can easily switch between views using the two buttons located directly to the left of the search field.
Table View provides a structured overview with a focus on document metadata.
Kanban View is ideal for visually tracking documents in different stages.
Bookmark & Share views
Once you've configured a search, applied filters, or customized your column setup, you can save this view as a bookmark for quick access later. You can also share bookmarked views with other users in your account.
To create a bookmark, click the bookmark button located at the far right of the search field. This will open a menu where you can save your current view and manage existing bookmarks.
Other actions
Beyond filtering and organizing, the document list also provides quick access to key actions:
Sign PDF: Upload a PDF for signing.
Create New: Create a document from available templates or start from scratch. You can also import a .docx file to begin.
Import Signed PDF: Managers and Limited Managers can use this function to upload signed PDFs, as they do not have access to the Imports section.
You'll find the buttons for these actions in the top right corner of the document list page.
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