The Entity file lookup pane allows you to search for files stored in Document for specific entities. After adding the Entity file lookup pane to Dashboard, use the following procedure to find files for an entity:
In the Entity file lookup pane, select an entity type from the list in the top left corner of the pane.
In the box at the top right of the pane, begin typing the name of the entity you want to view files for. As you type, the system displays entities that are possible matches for your entry.
Select the correct entity from the list that displays. A list of files for the entity displays in the grid.
Do any of the following as needed to help you locate the file you need in the grid:
Sort the list. Click a grid column header to sort the list of files by that column.
Group or ungroup the list. Right-click a column and select Group by this field to group the files. You can also select to ungroup the file list from the right-click menu.
Filter the list. Click on a column and then select a filter to use to narrow the file list.
Right-click a file on the file list to perform any file task that you have permission to perform, such as checking out or downloading the file.
If needed, you can add and remove columns on the file list grid. The columns that can be displayed contain metadata for the files stored in Document.
Column
Description
Business Unit
Displays the business unit associated with the file
Class
Displays the class assigned to the file
Created By
Displays the user name of the person who added the file
Date Created
Displays the date the file was added to Document
Date Modified
Displays the date the file was last edited
Discussion
Displays if a discussion exists for the file
Document Type
Displays the document type assigned to the file
Entity ID
Displays the ID of the entity associated with the file
Note: The entity ID is a combination of the client ID and client sub-ID (if a sub-ID exists).
Entity Name
Displays the name of the entity associated with the file
Expiration Date
Displays the expiration date, if set, for the file
File ID
Displays the ID associated with the file
File Location
Displays the location of the file.
Folder
Displays the folder where the file is stored
Keywords
Displays keywords associated with the file
Modified By
Displays the name of the user who last modified the file
Office
Displays the name of the office associated with the file
Permanent
Indicates if the file has been marked as permanent
Published
Displays the published icon if the file is published to a portal
Size (KB)
Displays the size of the file
Status
Displays an icon that indicates if the file is checked out
Subclass
Displays he subclass assigned to the file
Type
Displays the file type
Workstream Project
Displays the Workstream project associated with the file, if there is one. This column is only available if your firm licenses Workstream. It is only used for client entities.
Year
Displays the year associated with the file
To add or remove file grid columns, do the following:
Right-click the grid header, and then select Add/Remove Columns.
Do either of the following as needed:
Add columns. Select the fields to add in the Primary fields available to be columns box. Click to move the field to the Show fields as columns in this order box. To add all listed columns to the grid, click .
Remove columns. Select the fields to remove from the grid in the Show fields as columns in this order box. Click. To remove all listed fields from the grid, click.
If needed, reorder the columns. In the Show fields as columns in this order box, select the field to be moved. Then, click or buttons as needed to move the field to its proper place in the list.
on a column and then select a filter to use to narrow the file list.
Add or remove columns on the file list grid
if a discussion exists for the file
to move the field to the Show fields as columns in this order box. To add all listed columns to the grid, click 
.
. To remove all listed fields from the grid, click
.
or
buttons as needed to move the field to its proper place in the list.
Reset Grid
Refresh Grid
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