> For the complete documentation index, see [llms.txt](https://dots.gitbook.io/dots-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://dots.gitbook.io/dots-docs/documents-1.md).

# documents

The Documents tab is the default view on a dataset's detail screen. It is where you browse every published record in a dataset, one card or row per document, and choose how those records are displayed.

Clicking a dataset row on the **Datasets** page opens its detail screen, and Documents opens first. It is one of up to three tabs for the same dataset — **Documents**, **Responses**, and **Overview** — each of which looks at the same underlying records in a different way. Documents is for browsing whole records; the other two are for analysis.

#### **Why use the Documents tab?**

Documents is your starting point for working with a dataset. From here you can:

* **Browse** every published record in the dataset in one place.
* **Switch layouts** between table, card, and list to suit what you are doing.
* **Filter, search, and sort** to narrow down to the records you need.
* **Export** the current view to CSV or JSON for analysis outside the platform.

### Understanding the interface

The Documents tab has a consistent layout, top to bottom:

* A **cover/header** at the top, with a primary **Import Data** action for adding records to the dataset.
* An **actions bar** holding the Filter toggle, keyword search, view switcher, sort, and Download Data.
* A **filter sidebar** on the left (collapsible).
* The **listing body**, which shows your records in the chosen layout, a live total count ("Showing N results"), and loads more as you scroll.

#### Switching views

You can switch how records are displayed using the view switcher at the top right. By default you land in **Table** view.

{% columns %}
{% column width="66.66666666666666%" %}
There are three layouts to choose from:

* **Table** — records as rows in a table. This is the default.
* **Cards** — records as a grid of cards, best for records with cover images.
* **List** — records as a vertical list of wide rows.

Whichever layout you choose, each record shows the same core details: its title, cover image (where one exists), the contributor's name, and the publish date.
{% endcolumn %}

{% column width="33.33333333333334%" %}

{% endcolumn %}
{% endcolumns %}

**Table View**

**Card View**

**List View**

#### Reading a record

{% columns %}
{% column width="66.66666666666666%" %}
Beyond the core details, records can carry a couple of status markers:

* An **Annotated** indicator (a green highlighter icon on the title) shows that a record has AI annotations.
* An **Under Review / Under Edit** tag shows that a record is currently going through moderation.

Click any record to open its individual document page, where you can read it in full.
{% endcolumn %}

{% column width="33.33333333333334%" %}

{% endcolumn %}
{% endcolumns %}

#### Filtering and searching

{% columns %}
{% column width="66.66666666666666%" %}
Filters are generated automatically from your dataset's template, so the options available reflect your own fields — categories, tags, author, publish date, and so on. You can select multiple values to build the exact slice you want.

A few things to know about filters:

* Some datasets have **preset filters** that are always applied and cannot be cleared.
* Your filter and search selections **persist as you move between the Documents, Responses, and Overview tabs**, and survive a page reload within the same session.

At the top of the tab, a **keyword search** lets you look across records, ordering matches by relevance. If a search returns nothing, you can clear it in one click to return to the full list.
{% endcolumn %}

{% column width="33.33333333333334%" %}

{% endcolumn %}
{% endcolumns %}

#### Sorting

The sort control orders records by **Latest** or **Oldest** publish date. Some workspaces additionally offer **Title A–Z / Z–A**.

#### Bulk actions

In **Table** view you can select multiple records and act on them together:

* **Run AI Annotation** — generate AI annotations across the selected records.
* **Delete** — remove the selected records.

{% hint style="info" %}
*Bulk actions appear based on your permissions, so you may not see all of them.*
{% endhint %}

#### Downloading data

The **Download Data** button exports your records for use outside the platform. You can choose **CSV** or **JSON**, and the export respects your current filters, search term, and sort order, so you only get the slice you are looking at.

{% hint style="info" %}
*Download Data is available on desktop.*
{% endhint %}

{% hint style="info" %}
*Some features — such as AI annotation and keyword search — depend on your workspace configuration and template. If you do not see one, it may not be enabled for your dataset; contact your Dots representative.*
{% endhint %}

#### Tips for working in Documents

* Start in **Table** view to scan quickly, and switch to **Cards** when you want to see cover images and browse more visually.
* **Filter first, then export.** Because the export follows your current view, narrowing down before you download keeps the file focused.
* Use the **status markers** to spot which records already have AI annotations and which are still in moderation before you rely on them.

**Want to know more? Watch the video**