Under Documents > Documents, you will find the central DMS section (Document Management System) of AdminPulse. This is where you manage all documents that were created or added in AdminPulse: you can upload, find, view, edit and organize them.

In this article, you will learn how to search and filter documents, how to save search criteria and how to use the document overview table.

⏮️ Also read the article Document management - Introduction for a general introduction to the Documents screen.

Filters in the Documents screen

At the top of the screen, you will find the filters that limit the list of documents. For example, you can show only documents for a specific relation, from a specific period, with a specific document type or with a specific processing status.

You can use several filters at the same time. AdminPulse then only shows documents that match all selected filters.

💡 When you return to the Documents screen later, the filter selection from your previous visit remains active.

👉 AdminPulse only searches within the selection that is active on the left side of the screen. Via the tabs Folders and Tags, you can choose in which folder or tag you want to search. If a specific folder or tag is selected, AdminPulse only searches within that selection. Click All documents to search in all documents again. You can find more information about this in the article Organizing documents.

Available filters

Filter by date

From - Until: choose a start and end date to filter on.
This month - This quarter - year filters - All: use a predefined period, such as the current month, the current quarter, a specific year or all documents.

Search by relation or document

Search relation: enter the full name or part of the name of a relation and select the correct relation from the list. AdminPulse then only shows documents linked to that relation.
Search document: search for a specific document based on the document name. You can also enter part of the document name.

Filter by document type

E-mails, Attachments, Invoices: quickly show or hide certain types of documents. For example, you can show only e-mails or hide attachments.
Type: filter on a specific document type.

Filter documents with or without a relation

Without relations: show documents that are currently not linked to a relation.
Multiple relations: show documents that are linked to more than one relation.

Filter by status

With the Status filter, you can filter documents by their processing status.

Identified: AdminPulse was able to read and understand the document type, but an action from you is still needed to complete the processing. The button at the end of the document row shows which action is needed, such as linking a relation, creating a relation or updating a relation. Once you perform that action, the status changes to Processed.
Identifying: AdminPulse is trying to recognize the type of the document.
Processing: AdminPulse has identified the document and automatically performs the related action. This status is temporary and quickly changes to Processed.
Unidentified: AdminPulse could not recognize the document.
Not applicable: documents created in AdminPulse, such as invoices, e-mails or assignment letters. The sample templates that are available in AdminPulse by default also fall under this status.
Processed: the document was recognized by AdminPulse, or a document that was not recognized was manually updated.

Filter by e-mail status

With the E-mail status filter, you can filter e-mails by their delivery or read status.

Delivered: the e-mail was delivered.
Delivery failed: the e-mail could not be delivered. This can happen, for example, if there is a problem with the recipient’s mailbox or if that mailbox is full.
Opened: the e-mail was opened.
Not opened: show e-mails that have not yet been opened. This includes both e-mails that could not be delivered and delivered e-mails that have not yet been opened.

Filter by signing status

With the Signing status filter, you can filter documents by the status of a signing request.

No signature: no signing request has been sent yet.
Signature required: the document does not contain a signature yet.
Revoked: a signing request was sent, but that request was later retracted.
Expired: the request to sign the document has expired.
Pending: a request has been sent to sign the document.
Failed: the signing request could not be sent.
Rejected: the person who was asked to sign refused to sign the document.
Signed: the document was signed.

Filter by creator, document tags and own company

Created by: filter by the employee who added or created the document.
With document tags: search for documents that contain one or more selected document tags. With the options AND filter and OR filter, you decide whether the document must contain all selected tags or at least one of the selected tags. Click the option to switch between both filters.
Without document tags: search for documents that do not contain one or more selected document tags.
Own companies: filter by a specific own company, if you work with multiple own companies.

Add extra filters via More filters

Via More filters, you can add extra filters to the filter section. Select the filters you want to use. The selected filters then appear above the overview table.

Linked relations: filter on documents of linked relations. First select a relation via Search relation. Then you can use the Linked relations filter to also show documents of relations linked to that relation, for example, the partner in a joint personal income tax return or relations within a VAT unit.
Assistant, Assistant (backup), Assistant invoicing, Assistant senior, Assistant associate and Assistant responsible: filter on documents of relations for which a specific employee profile is filled in on the relation file. For example, you can show documents for relations where you are set as the employee.
Relation groups: filter on documents of relations within one or more relation groups.

Save search criteria

Do you often use the same combination of filters? You can save time by saving that combination as search criteria. This way, you do not have to set the filters again each time.

Save new search criteria

Follow these steps to save search criteria:

First set the filters you want to use.
At the bottom of the filter section, click Save search criteria.
Give your search criteria a clear and recognizable name.
Click OK to save the search criteria.

Your search criteria are now saved.

Use saved search criteria

Follow these steps to use saved search criteria:

At the bottom of the filter section, open the Select search criteria menu.
Click the name of the search criteria you want to use.

The saved filters are loaded automatically.

💡 Don't you see Select search criteria? Then no search criteria have been saved yet.

Document overview

Below the filter section, you will find the document overview table. Here you see the documents that match the selected filters.

Each row in the table is one document. In the overview table, you can see, among other things, the document name, type, linked relation, status, document date, creation date and the employee who created or added the document.

You can sort the list by clicking a column name, such as Name, Type, Status, Document date or Creation date. Click the same column name again to reverse the sorting order.

You don't see all the information you need? Click Change columns to show extra columns or hide columns.

In the overview table, some icons quickly give extra information about a document. For documents that need to be signed, the signing icon shows the signing status: a yellow icon means that a signature is still needed, while a green icon means that the document has been signed.
The globe icon means that the document is published on the portal.

Actions per document

At the end of each document row, you will find action buttons for that specific document. The visible action button shows the suggested action. Use the arrow next to the button to open the menu with the other available actions.

Depending on the document type and the situation, you can use these actions:

Download: download the document. The file is downloaded immediately and is saved in your browser’s download folder. This action is available directly via the download icon in the document row.
Open: open the document in a detail window. Here you can view the document and edit the document details, such as the file name, document date, type, relations and tags. Depending on the document, you can also link tasks or create to-do’s, download the document or download it as a PDF, share it, replace it or delete it, go to the previous or next document and save your changes.
For e-mails, the buttons Reply and Reply all are also available.
Link: link the document to a relation. This action appears, for example, when AdminPulse knows the document type but could not automatically find the corresponding relation.
Create relation: create a new relation based on the data in the document, such as an eID or a Crossroads Bank for Enterprises extract.
Update relation: update an existing relation with data from the document, for example a new address on an eID.
Extract: unpack a zip file and choose whether you want to keep or delete the original zip file afterwards.
Show all documents for this relation: show all documents linked to the same relation.
Duplicate: create a copy of the document.
Download as PDF: download the document as a PDF.
Send signing request: send a request to have the document signed.
Withdraw signing request: withdraw an ongoing signing request.
Mark as signed: manually mark a document as signed. This can be useful, for example, for engagement letters and powers of attorney that have been signed.
Forward: forward an e-mail document.
Send by e-mail: send the document by e-mail.
Send as PDF by e-mail: send the document as a PDF attachment by e-mail.
Create new to-do: create a new to-do based on the document.
Share: share the document internally with colleagues. You can optionally add a comment.
Replace: replace the existing document with another file.
Delete: permanently delete the document.

In the example below, Link is the suggested action because the document still needs to be linked to a relation. Via the arrow, other actions are available, including Open and Create new to-do.

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