When you are viewing a Folio record there are many tabs of information you can see. The first tab you see is Details, which has all of the fields and the responses. The other tabs contain other information, but not all Folio records will have all the tabs depending on the template's settings.
Details tab
This screen will show you all the fields available on a folio record under the Details section. On the top left of the screen below Details, you will see various tools:
Tools
- Edit: If you are able to edit the record you will see the edit icon, you can click it to Full Edit the record
- Track Changes: Clicking this will add the avatar of the last user who updated that field and the date it was updated, clicking on the avatar or date will open a modal containing all of the changes to that field
- Link Folio: The Chain icon allows you to quickly link the Folio record to another Folio record.
- Ellipsis: Click on Ellipsis will give you multiple options like Bookmark, Copy, Create a Zip, Export to PDF, Configure & Export to PDF, View Workflow & Submit for Approval, Move to Next Stage, Send Back to Submitter or Close depending on the status of Folio record.
- Go to a section or table: Click on go to a section or table will give you the list of sections & tables available on that folio record. You can use it to easily navigate to a particular section or table of that folio record. Also you can directly click on the Expand option visible after every table name, this will open the table directly in an expanded view.
Sections on Details Tab:
- Details Section: After tools you will be able to see the Details section of a folio record which will show all the fields, sections & tables available on a folio record.
- Reference Documents Section: Reference Documents section displays any documents linked to the Folio Template of a folio record you are viewing.
- Linked Folios Section: Linked Folios displays all the linked folios to the folio record you are viewing. If the linked folios are from different Folio Templates then they will be categorised under their respective Folio Template Name.
- You can link new folios or remove existing linked folios from this section. Also you can search/filter & configure columns on the Linked Folios section.
Variations
The Variations tab shows you all of the variations that have been created on the record, The list shows all of these linked variations as well as what they are changing (the contract value or the end date). From here you can Filter and sort the list, and also if you have rights you can request a new variation
Indicators
The Indicators tab will appear on a Folio record if it has linked Checklist Indicators. The tab shows you the Checklist score as well as the Answers and Scores for any Indicator questions on the checklist. By default the latest assigned indicators assignment will be visible. You can search for the other linked Indicator assignments by clicking the circled down arrow.
Deliverables
The Deliverables tab will appear on a Folio record if there are any linked deliverable checklists. This tab displays all the linked deliverable assignments, by default the latest assigned deliverables assignment will be visible. You can search for the other linked deliverable assignments by clicking the circled down arrow.
Credentials
The Credentials tab displays all requested, approved, overdue credentials linked to a folio record. You can also view the credential requests on this tab by clicking View Credential Requests.
Actions
The Actions tab is a list of all actions and their assignments linked to the record.
You can add a new action, assign a new or existing action, view action results, unlink action and assignments, sort & filter the list and configure the columns from this tab
Checklists
The Checklists tab is a list of all checklists and their assignments linked to the record.
You will be able to add a new checklist, assign a new or existing checklist, view checklist results, unlink checklist and assignments, sort & filter the list and configure the columns from this tab.
Attachments
The Attachments tab is a list of all attachments linked to the Folio record, all attachments that are on attachment fields will be shown here alongside Email to Folios.
You can sort & filter the list, configure the columns and upload, preview, download, rename & retire attachments from this tab.
History tab
The History tab shows you the complete History of the Folio record.
Some examples of what you will see on the history tab are:
- All changes made to fields
- When the record moves between stages
- Adding, Updating or Deleting a Note
- Linking or Unlinking an Action, Checklist or Folio
- Adding or Removing a Credential
Right Hand Side of a Folio View Screen
The Right Hand Side of a folio record displays various widgets/snapshots which give you useful information about a folio record.
Stage
It appears on the top RHS of a folio record. It displays the current Stage of a folio record. It also displays the number of days the folio has been in that stage.
Status:
It shows the various status a folio record can be in. The various status are DocuSign Request In Progress, Variation in Progress, Overdue Risk Review, Not all Eligibility Criteria met.
Approval Status
This snapshot is visible when a folio is requested for an approval. It shows the list of approvers, how many to approve & who has already approved the request. If you are the approver then you will be able to see the Approve/Reject buttons as well.
Age
It tells you the age of a folio record. It’s the number of days from when a folio is created to when it is closed. If a folio is still open then age keeps getting incremented by 1 every day.
Tags:
Any tags you will create on a folio record will appear under the Tags as show below:
Changes Made By
This snapshot displays a list of users who made the changes to a folio records & when they made it(i.e the latest change).
Approval History
This snapshot displays the approval history of a folio record. You will be able to see who made the approval request & who approved or rejected it and when(date & time). It also displays the comments made during approval requests or rejections.
Stack
Stack provides a visual representation of your Lookup References relationships to other Folio Records. It helps you understand relationships and hierarchies within your data, making it easier to navigate and analyze linked records. Read more about this snapshot here
References
This snapshot displays all Folios where the current Folio record is referenced (i.e., used as an answer in a Folio Lookup field) and also lists the Folios that it references within its own record through a Lookup field. Read more about this snapshot here
Notes
This snapshot displays all the notes created on a folio record. You will be able to add new notes, filter this snapshot by Note Type, Whom(who created the note) & Created(when the note was created).
Merge Docs
This snapshots displays all available merge docs linked to the Folio Template of a folio record you are viewing. You will be able to add new merge docs by clicking the + button or generate existing merge docs by clicking Merge or DOCX or PDF options under the down arrow.
Settings:
If you have an End Date field on a folio record then you will be able to see the Settings snapshot which displays the notifications setting before & after the End Date.
