Saved views

Save and share filtered document lists across queues so your team always sees the right documents without reconfiguring filters.

A saved view is a document list you save and reuse. It remembers the queues you picked and the filters you set, so you can open it any time and see only the documents you need.

Saved views replace saved filters. They do the same job, and now you can also share them with other people and use one view across several queues.

What you can do with a saved view

  • Keep your own list of documents to work on.
  • Share one list with your whole team, so everyone works from the same place.
  • Send a link to a view. The person who opens it lands right on that list.

Example: show everyone what they should work on

Until now, a filter was yours alone. You saved it to find your own work faster.

Now views can live on the queue and be shared with the team. An admin or queue manager can build one view per person, share them, and the whole team can see how the work is split.

Note:

How it looks in practice

  • A queue manager creates three views on the invoice queue: “Anna - Poland”, “Petr - Germany”, and “Needs a second look”.
  • She sets all three to Everyone, so the team sees them in the Select saved view list.
  • Anna opens her view and starts working. Nobody has to ask what is theirs, and a new colleague only needs the link to get going.

Create a saved view

  1. Open a queue and go to the document list.
  2. Click Select saved view, then Create view.
  3. Type a Name. Use a name your team will understand, for example “Invoices over 10,000 EUR”.
  4. Choose the Visibility: Only me or Everyone.
  5. Choose the queues the view should appear on.
  6. Add the filters you need.
  7. Click Create view.
Figure 1. The Create view panel: name, visibility, queues and filters.

Visibility: who sees the view

Setting What it means
Only me The view is private. Nobody else sees it in their app.
Everyone People with access to the queues in the view see it in their own app.

You can change the visibility later if you created the view.

Queues

When you create a view, you decide where it shows up: on one queue, on several, or everywhere.

  • Pick one or more queues. The view appears only on those queues.
  • Leave the queues empty. The view is available on all your queues.

For example, a view for documents in review with the label Poland can appear on both the PO invoices queue and the non-PO invoices queue.

Figure 2. Add queues to a view. You can search and tick more than one queue.

Choosing queues for a view does not change your access. You still reach all your other queues as before.

Filters

Click Add filter and pick a column. You can filter on your own data fields and on document details, such as status, document name, labels, received at, created by, and modified at.

Figure 3. Pick a column to filter on. All schema fields and document details are available.

You can combine several filters in one view.

Share a view

There are two ways to give a view to someone else.

  • Set it to Everyone. The view appears in the Select saved view list for everyone who has access to the queues in it.
  • Send the link. Open the view and copy the URL from your browser. When someone opens the link, they land on that view with the filters already applied.

The link is the fastest way to onboard someone new. Send one link, and they see the documents they should work on, with nothing to set up on their side.

Create a private view

Anyone can create a view for themselves. Follow the steps above and leave Visibility on Only me. The view stays private, and only you see it.

Who can do what

Action Annotator Admin / queue manager
See a shared view Yes, if it is shared and the queues are theirs Yes
Create a private view Yes Yes
Create a shared view No Yes
Change who a view is shared with No Only views they created
Add queues to a view Yes Yes, also on views made by others

If you copy someone else’s view and you are not an admin, the copy is set to Only me.

Good to know

  • Views only show documents you already have access to. Sharing a view does not give anyone new access.
  • If a link contains a filter that does not exist on the queue, the view opens as inactive. Fix or remove that filter to use it again.
  • Links to the old saved filters no longer work. Open the view from Select saved view and save a new bookmark.