Document Library

Overview

The Document Library is the central hub for browsing and managing all documents in your account. Navigate to Documents in the sidebar to open it.

The library supports two view modes (grid and list), searching, sorting, filtering by entity type, and a sensitive document toggle.

Stats Row

A stats row at the top of the toolbar provides a quick overview:

• Total count — Total number of documents in the account
• Normal / Sensitive counts — Split by visibility, shown with file and lock icons
• Entity type dots — Colored counts for each entity type that has linked documents (e.g., Talent, Booking, Company)

The entity type dots use color-coded icons:

Toolbar

Below the stats row, the toolbar provides:

• Search bar — Filter documents by filename or description. Results update as you type.
• Sort dropdown — Change the sort order (see below)
• Entity type filters — Colored icon buttons to filter documents by linked entity type. Only entity types with linked documents appear.
• Sensitive toggle — Amber lock icon with count. Click to reveal sensitive documents (requires the org password). See Sensitive Documents.
• View toggle — Switch between grid and list view
• Filter button — Open the advanced filter dialog
• Upload button — Open the upload dialog (visible to users with manage permission)

Sorting

Sort documents using the dropdown:

Filter Dialog

Click the filter icon to open the advanced filter dialog with three multi-select sections:

Filters apply immediately as you toggle each option. When any filter is active, dismissable badges appear below the toolbar. Click the X on a badge to remove that filter, or click Clear all to remove everything.

Grid View

Documents appear as cards in a responsive grid that adjusts columns based on your viewport width.

Each card shows:

• Thumbnail area — A real preview thumbnail for images and Showmo-generated comp cards, or a color-coded file-type icon for other documents
• Info popover (top-left corner) — Click to see full file details: size, upload date, category, visibility, source, and linked entities
• Action buttons (bottom-right corner) — Download button and a dropdown menu
• Caption strip — Filename, lock badge (if sensitive), file size, and category

List View

Documents appear as rows in a table layout. Each row shows:

• File icon or thumbnail — Color-coded by file type (blue for images, red for PDFs, blue for Word, green for Excel, orange for PowerPoint, gray for text)
• Filename — With a lock badge if the document is sensitive
• Metadata line — File size, category, source (when not "Upload"), and a clickable link count (e.g., "3 links") that opens a popover showing all linked entities
• Date — When the document was uploaded
• Action buttons — Download button and a dropdown menu (visible on hover)

Quick Actions

Both grid cards and list rows have a dropdown menu with:

Empty States

• No documents yet — A friendly message with a prominent Upload button (if the user has permission)
• No matches — When active filters produce no results, a message explains that no documents match the current criteria

Pagination

When more than 50 documents match the current filters, Previous and Next buttons appear at the bottom of the page with a page counter (e.g., "Page 2 of 5").

User Preferences

Each user can set their own defaults for the Documents library at Settings > Preferences:

• Library View Default — Grid or List (defaults to Grid)
• Sort Default — Choose the default sort field and direction (defaults to Newest first)

URL parameters (e.g., from a bookmark or shared link) override the preference for that session.

Related Pages

• Documents Overview — Module overview and key concepts
• Uploading Documents — Add files to the library
• Managing Documents — Edit, link, download, and delete
• Sensitive Documents — Password-protected and private documents