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The document search view

The document search view ("Browse Documents", sidebar Documents → Search & Filter, /files/filter) is the cross-folder, filterable table of documents. Where the document library browses one folder at a time, this view searches the whole document index — and for administrators it doubles as the document approval queue. The sidebar link is shown to member-role users.

Filters

  • Folder — a fixed list of well-known folders (Agreements, Prices, Documents, Supplier Reports, Turnover, Promotions, Rebate Simulations, Product Data, supplier Promotions, and the group Document Library).
  • Category — deal category, matching documents related to deals in that category.
  • Document status — Active and Moderation for everyone; Pending and Rejected appear for admin users (selecting Pending automatically includes Moderation). Status here is the document's approval/lifecycle state, not its expiry.
  • Advanced date filtering — valid-from and expiry before/after ranges, with quick presets for Expired, Expiring, Starting, and Started windows.
  • File type — Word / Excel / PDF / Image.

Results show supplier/agreement links, filename (with status badge and an "Exception!" marker when a document carries mitigating-circumstances metadata), folder, created and valid dates, size, administrator, and a download button.

Approval actions

This view is the document approval queue: approver emails link to it filtered to Pending. Admin rows offer approve (optionally publishing a news item), reject (with a message; the document is marked rejected and tagged), and place under review (moves it to moderation and opens the news editor). The full workflow — how supplier uploads enter pending and what each action does — is documented in Approving documents.

How permissions apply

The search runs against the document index with the viewer's permission filter embedded in the query, so results are restricted to viewable documents the same way the library is. On sites with category security, non-admin members are additionally restricted to documents whose deals fall in their category roles. Ex-members see time-sensitive documents only up to their leave date.

Why do search results change unexpectedly

  • Fewer results than a colleague sees — permission filtering is per-user and silent; also Pending/Rejected filters exist only for admins.
  • A document is in the library but not in search (or vice versa) — the search reads the index while the library reads the database; a mismatch means the index is stale for that document.
  • Documents disappeared from the default view — their status changed (e.g. approved documents leave a Pending filter; rejected documents need the admin-only Rejected filter).

What the document search view is not

  • Not the document library — no folder tree here; the Folder filter matches well-known folder names only.
  • Not the deal browser's document columns — deal prices/promotions on deal pages are pre-canned searches of well-known folders.