cases - intake - documents Interface

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Documents Interface

The Documents page has three distinct tabs: ALL DOCUMENTS, FOLDERS, and TRASH.  
 

Filter and View Controls

Use the available filter and display controls to narrow down and organize the list of documents shown in the table or grid. These tools allow users to quickly locate specific files and customize how the information is displayed. In addition to filtering options, users can configure visible columns, adjust row density, and export the results.

These controls are available by default in the ALL DOCUMENTS, FOLDERS, and TRASH views.

The elements are described in more detail below:

ElementDescription
  1. Filter by Name
Enter text in this field to search for documents by their name. The list updates automatically to display documents that match the text.
  1. Search by Content

Enter text in this field to search within the content of the documents (not just the file name). The system will display documents that contain the entered text inside the file content, if supported by the file format.

NOTE: 

  • The search filter can only find text in documents that contain selectable, accessible text. Documents that are scanned or image-based do not support text searching or text-based extraction.
  • To enable text searching, ensure your documents have been processed with OCR (Optical Character Recognition) so the text becomes selectable and searchable.
  1. Document Type

Select the Document Type(s) to filter documents based on the selection.

NOTE: The displayed Document Types are based on the types created by the admin in the Document Object setup under Control Center > Schema > Data.

  1. File Type

Select the File Type(s) to filter documents based on the file format selection.

Available formats are: PDF, Word, Excel, PowerPoint, Image, Video, Text and External (documents that are not uploaded to the system but are accessed through an external link).

  1. Tags

Select the Tag(s) to filter according to the document’s assigned tags.

NOTE: Displayed Tags in the dropdown are based on the created tags by the admin in the Tags setup under Control Center > Tags.

  1. Created By
Select one or more users to filter the documents based on who created them.
  1. CLEAR FILTERS
Select this option to remove all configured filters and display all the documents.
  1. COLUMNS
Click this option to choose which columns are shown or hidden in the table to customize the information displayed.
  1. FILTERS
Click this option to apply filters and narrow down the documents based on configured conditions.
  1. DENSITY
Click this option to adjust the spacing of rows in the table. Available options are: Compact, Standard, or Comfortable.
  1. EXPORT 
Click this option to download or print the document list based on the applied filters, in CSV or Excel format, or to print the results.

ALL DOCUMENTS 

The ALL DOCUMENTS dashboard serves as the central hub for document management in Neostella. Users can easily view, upload, edit, download, delete, search, and print documents (Word, Excel, PDF, images, videos, and every file format) directly with no need to leave the interface or download the files. It is important to mention that Neostella supports uploads for all file formats, ensuring you can securely store and manage any type of document in one centralized location.

Key Features

Key features of ALL DOCUMENTS include:

  • Integrated Document Viewer: Open and view files directly with Neostella.
  • Advanced Search & OCR: Scanned or image-based PDF documents are automatically converted into searchable text using Optical Character Recognition (OCR), making them fully discoverable and accurately indexed while eliminating manual transcription.
  • Microsoft SharePoint Integration: Open and edit Microsoft Office files stored in Neostella directly through SharePoint’s native interface, allowing multiple Neostella users to access and edit simultaneously, with changes preserved in real time.

  • Version Control & Compliance: Maintain document integrity and traceability allowing version control.

All Documents Interface

The ALL DOCUMENTS page elements are described below: 

ElementDescription
  1. +DOCUMENT ▼
  • Click the + DOCUMENT button to upload a new file stored in your local device or
  • Click the chevron icon ▼ next to the + DOCUMENT button. The+External option is displayed. Select this option to enter a Document Name and add an External URL that directs to an external document.

Controls Available to Switch List and Thumbnails View

ElementDescription
  1. List view

Click this icon to display documents in a vertical list format. 

This view shows document details in rows, making it easier to scan information such as name, date, and tags.

By default this view is selected.

  1. Thumbnails view
Click this icon to display documents as visual previews (thumbnails). This view shows small image previews of each document, making it easier to recognize files visually instead of reading them in a list.

Document List/ Tile View

The Documents section is designed to help users to quickly find, review, and manage files in the way that works best for them.

By default, documents are displayed in List View (table format), which makes it easy to scan key details like name, date, and tags. However, users can switch to Thumbnail View (grid format) any time a more visual layout is preferred.

No matter which view is chosen, you’re seeing the same documents; only the layout changes.

Each row (in List View) or each card (in Thumbnail View) represents a single document that can be selected, visualized, and managed individually. 

NOTE:  If no documents have been uploaded yet, the interface will simply display an empty state, letting the user know it’s ready for the first upload.

List View

This view is ideal when the user needs to scan document names quickly, compare dates, sort by, review tags and manage large volumes of documents. List View elements are described below:

ElementDescription
  1. Checkbox
Mark or unmark this checkbox to select or deselect a document.
  1. View 
Click this icon to open the Document Management page, where the user can view the document and manage it using the management panel.
  1. Name

This column displays the document icon, the document name, and the file size (in KB).

Click the document name to open the Details Side Panel and manage the document without leaving the page.

 The icon is displayed according to the document format:

Word, Excel, PDF, Image,Video, Other file formats,External.

NOTE: If a document is still being prepared for viewing, a loading icon will appear next to the document name.


 

  1. Tags
Display the tags assigned to the documents.
  1. Created At
Displays the date when the document was created.
  1. Created By
Displays the username of the person who created the document.

Thumbnail View (Tile Format)

This view is ideal when the user needs to visually identify images or visual documents, quickly recognize files by preview, and work with media-heavy content. 

Thumbnail View Elements

ElementDescription
  1. Download 

Click this icon to download selected document(s).

NOTE: The icon is disabled when no documents are selected.

  1. Delete 

Click this icon to delete selected document(s).

NOTE: The icon is disabled when no documents are selected.

Deleted documents are listed in the TRASH tab.

  1. Checkbox
Click or unclick to select/unselect a document.
  1. Name

This column displays the document icon, the document name, and the file size (in KB).

Click the document name to open the Details Side Panel and manage the document without leaving the page.

 The icon is displayed according to the document format:

Word, Excel, PDF, Image,Video, Other file formats,External.

NOTE: If a document is still being prepared for viewing, a loading icon will appear next to the document name.

  1. Ellipsis icon
Click this icon to visualize available options.
  1. Download 

Click this icon to download the document.


 

  1. Delete 

Click this icon to delete the document.

NOTE: Deleted documents are listed in the TRASH tab.

FOLDERS

The FOLDERS dashboard allows users to create, organize, and manage folder structures for their documents.

From this page, users can navigate through folders, open specific folders, access and manage documents within them, and apply filters to quickly find the documents they need.

This view helps keep documents structured, easy to access, and logically organized.

Key Features

Key features of FOLDERS include:

  • Centralized organization: Keep documents structured and organized creating folders and subfolders.
  • Faster navigation: Easily browse folder hierarchies from the left panel.
  • Quick document discovery: Use search and filters (document type, file type, creator) to find and visualize files faster.
  • Clear visibility: Instantly see when a folder is empty or has documents.
  • Scalable management: Supports growing document libraries without losing structure.

folders Interface

The FOLDERS page elements are described below: 

ElementDescription
  1. FOLDER
Click the FOLDER button to create a new folder.
  1. Filter Folder
This field allows users to enter text to filter folders in the panel based on the entered data.
  1. Folder Name

Display each folder name and the icons to manage the folder structure. Click on a folder name to view the stored documents within that folder. 

Additionally each folder has the following icons:

  • Chevron icon: Expand or collapse nested folders.
  • Drag-and-drop handle: Reorder folders by dragging and dropping.
  • icon: Add a nested folder (subfolder).

Coming soon

  • Trash icon: Delete a folder.
  1. Checkbox
Click or unclick to select/unselect a document.
  1. View 
Click this icon to open the Document Management page, where the user can view the document in the viewer and manage it using the management panel.
  1. Name

This column displays the document icon, the document name, and the file size (in KB). Click the document name to open the Details Side Panel and manage the document without leaving the page.

The icon is displayed according to the document format:

Word, Excel, PDF, Image,Video, Other file formats,External.

NOTE: When a document is still being prepared for viewing, the icon appear next to the document's name.

  1. Tags
Displays the tags assigned to the documents.
  1. Created At
Date when the document was created.
  1. Created By
The username of the person who created the document.

TRASH

The TRASH dashboard allows users to view and manage documents that have been logically deleted. From this view, users can review deleted documents, access their details (including overview, comments, version history, and metadata), and restore documents back when needed.

Key Features

Key features of TRASH tab include:

  • Safe recovery: Restore deleted documents without recreating them.
  • Full document visibility: Access document details, comments, and version history even after deletion.
  • Audit clarity: Clearly see who deleted a document and when.
  • Controlled cleanup: Centralized space to review deleted content.
  • Data continuity: Ensures important documents can be recovered without disrupting workflows.

Trash Interface

The TRASH page elements are described below: 

ElementDescription
CheckboxClick or unclick this checkbox to select or deselect a document.
View Click this icon to open the Document Management page, where the user can view the document and manage it using the management panel.
Name

This column displays the document icon, the document name, and the file size (in KB).

Click the document name to open the Details Side Panel and manage the document without leaving the page.

 The icon is displayed according to the document format:

Word, Excel, PDF, Image,Video, Other file formats,External.

NOTE: If a document is still being prepared for viewing, a loading icon will appear next to the document name.

TagsDisplays the tags assigned to the documents.
Deleted ByDisplays the username of the person who deleted the document.