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How to Search and Filter Uploaded Files

This article explains how to find uploaded contracts and My templates using various search and filter options in LegalOn.

*To search across all data in LegalOn, see How to search files, clauses, matters.

Requirements

Licenses / Options

  • [All] tab / My Templates

    • Common features

  • [Signed] tab

    • Contract Management

Access Rights(*):

  • Admin

  • Editor

  • Contributor

  • Viewer

(*) Search results only show files you have permission to access.

Search Methods

You can search using the following four methods or you can combine them for more precise results:

  1. Free-text search

  2. Filter by workspace

  3. Apply advanced filters

  4. Sort by file information

💡Info:

Each page shows up to 50 contracts. You can view up to 10,000 contracts (200 pages). If there are more than 10,000 contracts, follow the instructions in Download a List of Signed Contracts to download the full list.

1. Free-text search

You can perform keyword searches within the [Vault Repository] or [My templates] lists.

Steps:

  1. Open [Vault Repository] or [My templates] list.

  2. Click the search box, enter your keyword(s), and press [Enter].

Searchable fields include:

  • File contents (text inside the document)

  • File name

  • Contract title

  • Notes

  • Internal party

  • Counterparty

The results will be displayed in the same list view.

Which version of a contract is included in the search?

When you search from Vault Repository, only the latest version of each contract is included in the search.
​

If a keyword appears in an older version’s text or file name —but not in the latest version— then you won’t see that contract in the results.

💡Info:

To search across past versions, open the file details page and use the version list.

2. Filter by workspace

Use the [All locations] button (upper-left of the screen) to limit your search to a specific workspace.

3. Apply Advanced Filters

To narrow down results further within the file list:

  1. Click [Filter].
    ​

  2. Apply filters using the following criteria:

Tab

Fields

[All] / Custom tabs

  • Added by

  • Internal party (*4)

  • Counterparty (*4)

  • Document stage

  • Version

  • Governing law / Contract type (Subcategory / Position) (*4)

  • ID(*2)(*4)

  • Assignee(*4)

  • Date added

  • Document type

  • Language (*4)

  • Contract title

  • Risk Flag

  • Manual correction status (*5)

  • Contract status (*5)

  • ID (*2)

  • Signing date (*4)(*6)

  • Effective date (*4)(*6)

  • Expiration date (*4)(*6)

  • Non-renewal notice deadline (*4)(*6)

  • Auto-renewal (*4)(*6)

  • Transaction amount (*4)(*6)

  • Custom fields (*4)(*7)

[Signed]

  • Language

  • Internal party (*1)

  • Counterparty (*1)

  • Governing law / Contract type (Subcategory / Position) (*4)

  • Risk Flag

  • Contract status

  • Assignee

  • ID (*2)

  • Signing date

  • Effective date

  • Expiration date

  • Non-renewal notice deadline

  • Auto-renewal

  • Transaction amount

  • Manual correction status

  • Custom fields (*7)

(*1) Separate multiple entries with a space (example: ABC Company XYZ Company).

(*2) Enter the full phrase to search for an exact match.

(*4) Files categorized as “Other” won’t appear in these search results because they don’t contain this information.

(*5) Files categorized as “Other” and pre-execution contracts won’t appear in these search results because they don’t contain this information.

(*6) If your organization has Vault, you can also filter for pre-execution contracts. However, you won't be able to view or edit this information on the contract’s details page.

(*7) To learn how to set up custom contract fields, see “Customize Attributes for Signed Contracts.”

💡Info:

  • When filtering by Added by, you can also search for files that were imported automatically. Just use these system usernames:

・DocuSign User: Files imported from DocuSign

・GMO User: Files imported from GMO Sign

・CloudSign User: Files imported from CloudSign

・System User: Files imported from matters created via email, or from

　　　　matter intake forms

  • On the [All] tab and your custom tabs, you can also filter by date ranges (for example, "Upcoming 1 week") for these fields:

・Date added

・Signing date

・Effective date

・Termination date

・Non-renewal notice deadline

  • You can also apply filters within each field.

4. Sort by file information

In the [Vault Repository] or [My templates] list, you can sort by file information.

Click the column header to toggle between ascending and descending order.

You can sort by the following file information:

Section

Fields

[Vault Repository] > [All]

  • File name

  • Date added

  • Contract title

  • Internal party

  • Counterparty

  • ID

  • Signing date

  • Effective date

  • Expiration date (*)

  • Non-renewal notice deadline (*)

[Vault] > [Signed]

  • File name

  • Contract title

  • Internal party

  • Counterparty

  • ID

  • Signing date

  • Effective date

  • Expiration date

  • Non-renewal notice deadline

  • Date added

[My templates]

  • File name

  • Date added

* If you have Vault, you can also sort pre-execution contracts. However, you won't be able to view or edit this information on the contract’s details page.

💡 Info:

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