Search, saved views and bulk actions

Three tools for working with many documents: search across the whole organization, saved views for filters you use again and again, and bulk actions to change several cards or documents in one step.

Search#

Open search with Ctrl+K (⌘K on a Mac) on any page of the app, or with the Search field in the top bar. On a phone it is the magnifying-glass icon.

Search covers:

• Documents — title, file name and the text inside the PDF,
• Clients — name, company, company ID (IČO), VAT ID (DIČ) and e-mail,
• Workspaces — name (archived workspaces come last),
• Accounting records — document number, variable symbol, counterparty, its company ID and the amount,
• Comments on workspace cards, including internal notes,
• Templates for documents and boards.

Case and accents do not matter: "zaloha" finds "Záloha". The start of a word is enough: "fakt" finds "Faktura". A typo in a longer word is usually still found. Enter a company ID, variable symbol or document number in full; an exact match comes first. You can type an amount with spaces and a decimal comma, for example 12 500,50.

Results are grouped by type. Use the arrow keys to pick a result and Enter to open it; Esc closes search. Show all results opens a page with every result and a filter by type.

With nothing typed, the window offers quick commands such as New workspace, Upload a document or Go to clients. You only see the ones you are allowed to use. Your last few searches are remembered only by your browser; they are never sent to the server, and the button in the search window clears them.

Search shows only what you may open elsewhere in the app. Accounting records are searched only when the organization has accounting turned on. When the organization lets members see only their assigned workspaces, members do not find other workspaces, or their cards and comments, either. See Team and roles.

DOXIO reads the text inside a PDF after it is uploaded. Scans without a text layer are found by their name only. For long documents the first 60 pages are read.

Saved views#

A view remembers a list's filters and sort order, so next time you open them with one click. Views work in Documents (status and folder) and in a workspace on the List tab (every filter and the sort order) and the Board tab (the chosen section).

1. 1
   Set the filters, for example in Documents Status → Sent, or in a workspace list Due → Overdue.
2. 2
   Above the list, click Save view.
3. 3
   Enter a name. Owners and admins can tick Share with the whole team.
4. 4
   In a workspace you can tick Use in every workspace. It is offered only when the filters name no specific section, column or client contact.
5. 5
   Click Save.

Pinned views sit above the list. Click a view to open it and click it again to clear it. The Views menu also lists unpinned views and has Pin/Unpin, Rename, Save current filters and Delete for each.

• Personal views are visible only to you. Shared views are visible to every member of the organization; owners and admins can edit them.
• Each list can have up to 20 personal views per person and 20 shared views per organization.
• Deleting a view does not change any documents or cards.

Bulk actions in a workspace#

On the Board or the List, click Select. Clicking a card then selects it. Shift+click selects a range, Ctrl+A (⌘A) selects every visible card and Esc clears the selection. On a phone, long-press a card to start selecting.

The bar with the number of selected items offers:

• Move to column — the cards are added at the top of the chosen column. When the column notifies the client, the client gets one e-mail for the whole move.
• Add label / Remove label.
• Set due date / Clear due date.
• Export to accounting — opens the usual export with only the selected documents. See Accounting settings.
• Extract with AI — up to 25 documents at a time. Documents with 3 or more pages are not extracted in bulk; choose their pages in the document detail. Every extraction counts towards the monthly limit, see AI extraction.
• Remove from board — the documents stay in Documents.
• Delete documents — signed documents, documents with an active signing link and documents on legal hold or within their retention period (Archiving and retention periods) are skipped.

Owners and admins can use bulk actions in a workspace. You can select up to 100 cards at once. When it is done, DOXIO says how many items changed and how many were skipped and why. Every changed card is recorded in the Activity log just as if you had edited it on its own.

Bulk actions in Documents#

In the Documents list, tick documents in the first column (Shift+click selects a range, the checkbox in the header selects every visible document). The bar offers:

• Download ZIP — up to 50 documents and 200 MB at a time. Signed documents are included in their signed version. Every role can download.
• Move to folder — owners and admins only.
• Delete — owners and admins only; signed documents, documents with an active signing link and documents on legal hold or within their retention period are skipped.
• Retention class — owners and admins only; sets the class the retention period is computed from (Archiving and retention periods).