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Document management

Datasheets

Datasheets are used to create customised views of data captured across all documents. Users can create and apply datasheets on the
Documents
 and
Matters
 tabs.

Creating Datasheets

To create new datasheet:
  1. Go to the
    Documents
     tab.
  2. Click
    Apply Datasheet
    . In the opened panel click
    New Datasheet
    .
  3. Input datasheet name, for example,
    NDA Datasheet
    .
  4. If you want to make the datasheet available for other users, click the Access button and change from Only Me to Shared.
  5. Select required columns in the
    Columns
     tab.
    Configuring datasheets.
    1. Click
      Add columns
       button.
    2. In the dropdown, you will see
      Metadata
       selected by default.
      note
      The datasheet includes 14 metadata parameters: ContractId, CreatedAt, CreatedBy, CreatedByEmail, DocumentCount, IsTest, MatterId, ModifiedAt, ModifiedBy, ModifiedByEmail, Name, Share, Status, and TemplateReference
      .
      If you need to add metadata columns to the datasheet, check them in
      Select columns
       section. Click
      Add columns
       button.
      As a result, columns will be added in the
      Added columns
       section.
    3. Select another template, from which you want to use variables in your datasheet, from the dropdown list at the top.
      note
      You should have at least Read access to a template to use it for datasheets.
      Select required variables in
      Select columns
       section. Click
      Add columns
       button.
    4. Click
      Apply
      to save the list of selected columns.
      As a result, you will see the list of all selected columns on the
      Columns
       tab. You can reorder them using drag-and-drop.
      note
      If you have multiple templates, which use the same variable, you do not need to add the variable from each template. If the variable name and type are the same across all Templates, you will only need to add the variable as a column from one Template.
      If a variable is used in a Repeat you can also specify a specific repeat occurrence of the Repeat in the
      Columns
       section.
  6. Define the default sorting order for the datasheet output on the
    Sorting
     tab.
    1. First by
       - the first sorting rule that is applied to the grid. Select a variable or metadata field from the dropdown and choose whether to sort in ascending/descending order.
    2. Second by
       - the second sorting rule that is applied to the grid after the first sort has already been applied. Select a variable or metadata field from the dropdown and choose whether to sort in ascending/descending order.
      Sorting datasheet.
  7. Define the condition for selecting documents. For example, documents created from the Non-Disclosure Agreement template.
    Defining the conditions for the created documents..
    If required, you can add multiple filtering conditions using plus icon.
    If you have multiple conditions, you can group them to determine the order in which the filtering is applied using
    Group
     button.
  8. Click
    Save
     to save the datasheet. Now the datasheet is available for selection. Click the
    NDA datasheet
     in the list to apply it to the Documents list.

Applying Datasheets

To apply the datasheet to the
Documents
 list:
  1. Go to the
    Documents
     tab.
  2. Click
    Apply Datasheet
     button.
  3. In the list of datasheets, select required filter and click its name.
    Selecting datasheet.
If a datasheet is already applied to the Documents list, it is checked in the list. By clicking the name of another datasheet, you will apply the selected datasheet instead of the applied one.
If you need to edit the datasheet settings, click button.
note
Add Name metadata variable to your datasheet to enable access to a Document or Matter from the grid.

Editing Documents from Datasheet view

When a datasheet with variable columns is applied to the document list, the answers in these variable columns can be edited without launching the full Questionnaire.
Click the pencil icon on the row of the document you want to edit to view the questions that are included in the datasheet. Edit the answers as needed and click the Save & Close button to return to the document list.
Editing documents from datasheet view.

Sharing Datasheets

To share the datasheets with other users:
  1. Go to
    Documents
     and click
    Apply Datasheet
     button.
  2. Click Edit icon. button to edit the required datasheet.
  3. Click the
    Access
     button.
  4. Share the datasheet with an individual user, group or role.
  5. Click
    Save
    .

Exporting Datasheet output

To export the output of a datasheet, click on the menu button and select
Download Datasheet
. This will download the output as a spreadsheet.
Downloading datasheet output option.

This article applies to:

  • Product: Contract Express