How to add List View to SetBuilder in NetDocuments

Introduction

If you’re using NetDocuments SetBuilder to organize documents for litigation, transactions, or matter management, you’ve likely noticed a frustrating limitation: when adding documents to a set, the traditional NetDocuments List View disappears. This means you can’t see your familiar document list, which shows all files and emails in their standard format.

This limitation can slow down your workflow, especially when you need to quickly scan document names, dates, and other key metadata while building your sets. Fortunately, there’s a simple workaround using NetDocuments’ saved search functionality.

In this guide, we’ll show you how to create a custom saved search that restores the List View in SetBuilder, giving you the familiar document-browsing experience you need.

Why List View Matters in SetBuilder

When working in SetBuilder, the default view doesn’t display documents in the traditional list format that most NetDocuments users are accustomed to. This can make it difficult to:

• Quickly scan document titles and metadata
• Sort documents by date, author, or other attributes
• Identify specific document types at a glance
• Navigate extensive collections of documents efficiently

By adding a saved search that mirrors the List View, you’ll restore this functionality and work more efficiently in SetBuilder.

Prerequisites

Before you begin, ensure you have:

• Administrative access to your NetDocuments repository
• Permission to modify workspace templates
• Access to the Client Cabinet in your NetDocuments environment

If you’re unsure about your permissions, contact your NetDocuments administrator or reach out to Optiable for assistance.

Step-by-Step: Creating List View in SetBuilder

Step 1: Open your Client Cabinet and select Define workspace templates.

Step 2:  Click Add Saved Search

Step 3:  Enter the Following Information

Enter the following information exactly as shown:

Saved Search Name: All Documents and Emails

Search Criteria: not =11(ndsq OR ndfld OR ndcs)

Sort By: Modified Date (select from dropdown)

Descending: Check this box ✓

Understanding the Search Criteria

The search string not =11(ndsq OR ndfld OR ndcs) works by excluding specific NetDocuments system objects:

• ndsq = Saved queries/searches
• ndfld = Folders
• ndcs = Collation sets

This filter ensures you’re viewing only actual documents and emails, not administrative objects or containers. The “=11” refers to the document type field in NetDocuments’ internal structure.

Pro Tip: Sorting by Modified Date in descending order ensures the most recently updated documents appear at the top, which is typically most useful when building sets.

Step 4:  Save Templates

You will need to refresh your workspaces to see the saved search, but this will restore List View in SetBuilder when selecting documents.

Important: After saving, you’ll need to refresh your workspaces for the new saved search to appear.

Step 5: Refresh and Verify

1. Navigate to any workspace in your repository
2. Refresh the Workspace
3. Look for “All Documents and Emails” in your saved searches list
4. Click it to verify it displays all documents and emails in List View format

Using Your New List View in SetBuilder

Now that you’ve created the saved search, here’s how to use it effectively in SetBuilder:

1. Open SetBuilder and begin creating or editing a set
2. Navigate to the workspace containing the documents you want to add
3. Click on the “All Documents and Emails” saved search
4. Browse documents in the traditional List View format
5. Select and add documents to your set as needed

The List View displays all the metadata columns you’re familiar with, making it easier to identify and select the proper documents for your sets.

Troubleshooting Common Issues

The Saved Search Doesn’t Appear

Solution: Ensure you’ve refreshed your workspace. If it still doesn’t appear, verify that:

• You saved the search to the correct workspace template
• You have the template applied to your workspaces
• Your browser cache is cleared

The Search Shows Folders or Other Objects

Solution: Double-check that you entered the search criteria exactly as shown: not =11(ndsq OR ndfld OR ndcs). Even small typos can change what appears in the results.

Documents Aren’t Sorting Correctly

Solution: Verify that you selected “Modified Date” as the sort field and checked the “Descending” box. You can always edit the saved search to adjust the sort order.

Advanced Customization Options

Once you’re comfortable with the basic List View saved search, you can create variations for different use cases:

Recent Documents (Last 30 Days)

Search Criteria: not =11(ndsq OR ndfld OR ndcs) AND >30dMOD_DATE

This shows only documents modified in the last 30 days.

Custom Sort Options

Instead of Modified Date, you might prefer to sort by:

• Creation Date – Shows newest documents first
• Document Name – Alphabetical organization
• Author – Groups documents by creator
• Document ID – Useful for tracking specific document sequences

Best Practices for SetBuilder Efficiency

Now that you have List View available in SetBuilder, here are some tips to maximize your productivity:

1. Create Multiple Saved Searches – Set up different views for common document types or date ranges you frequently work with
2. Use Consistent Naming – Name your saved searches clearly so team members can easily identify their purpose (e.g., “Recent PDFs Only” or “All Client Communications”)
3. Combine with Filters – Use NetDocuments’ filter pane alongside your saved searches to further refine results
4. Train Your Team – Ensure everyone who uses SetBuilder knows about these custom saved searches and how to access them
5. Regular Maintenance – Periodically review your saved searches and update them as your firm’s needs change

Why This Matters for Your Workflow

Restoring List View in SetBuilder might seem like a small change, but it can have significant impacts on your daily work:

• Faster Document Selection – Quickly scan and identify documents without clicking into preview
• Reduced Errors – Better visibility of document metadata reduces the chance of adding wrong files to sets
• Improved Collaboration – Team members can work more efficiently when everyone has the same familiar interface
• Better Organization – Easier to maintain organized sets when you can see document details at a glance

Need Help with NetDocuments?

At Optiable, we’ve completed over 540 NetDocuments implementations for law firms across the United States and Canada. Whether you need help with:

• Custom saved searches and workspace configuration
• NetDocuments migration from Worldox or iManage
• Advanced SetBuilder training
• Repository optimization and cleanup
• Technical troubleshooting and support

We’re here to help. Our team specializes in working with law firms of 10-150 users, providing personalized solutions tailored to your specific needs.

Conclusion

Adding List View to SetBuilder is a simple but powerful enhancement that restores familiar functionality and improves your document management workflow. By creating a custom saved search using the steps outlined above, you’ll be able to browse and select documents in SetBuilder with the same ease you experience in standard NetDocuments workspaces.

The entire process takes less than five minutes to set up, but the time savings and improved efficiency will benefit your team for years to come.

Have questions about this process or other NetDocuments features? Contact Optiable for expert guidance and support.

Frequently Asked Questions

Q: Will this saved search affect my existing workspaces? A: No, once you add it to the workspace template, it will appear in all new workspaces.  You will need to refresh existing workspaces to see the new saved search.

Q: Can I create different saved searches for different practice areas? A: Absolutely! You can create as many saved searches as you need and even customize them for specific workspace templates.

Q: Will this slow down my NetDocuments performance? A: No, saved searches are optimized queries that typically perform well. However, in very large workspaces (10,000+ documents), you may notice slight delays when first loading the search results.