Product

Lists

Organize files into custom tables with enriched data fields

What are Lists?

Lists are custom, structured views of your Library files. Think of them as smart spreadsheets where each row is a document and each column is either file metadata or AI-extracted data.

Lists pull files from one or more Libraries, allowing you to combine data from different sources, add custom enrichment fields, filter and sort, and export to CSV.

Multi-Library Sources

Pull files from multiple Libraries into one unified view

Custom Fields

Add enrichment fields to extract custom data from documents

Export Data

Export your organized data to CSV for use in other systems

Common Use Cases

Product Documentation Management

Create a List that pulls product spec sheets from multiple Libraries (Design, Engineering, Marketing)

Enrichment Fields:

  • Product ID (extracted from documents)
  • Dimensions (width × height × depth)
  • Manufacturing Location
  • Compliance Status (CE, UL, etc.)
  • Target Market

Result: Unified product catalog exported to SAP or ERP system

Invoice Processing

Create a List of all invoices from the Accounting Library

Enrichment Fields:

  • Invoice Number
  • Vendor Name
  • Invoice Date
  • Total Amount
  • Currency
  • Due Date

Result: CSV export for accounting software integration

Contract Analysis

Create a List of contracts from Legal and Sales Libraries

Enrichment Fields:

  • Contract Type
  • Contract Party
  • Start Date
  • End Date
  • Renewal Terms
  • Termination Clause

Result: Organized contract database with expiration tracking

Creating a List

  • Create List
    Give it a name
  • Add Sources
    Select Libraries
  • Add Fields
    Create enrichments
  • Process & Export
    Extract data + CSV
1
Create a New List

Navigate to Lists → Create New List

List Name: Give your List a descriptive name (e.g., "Product Specifications", "Q4 Invoices", "Active Contracts")

After creation, you'll be taken to the List edit page where you can configure sources and fields.

2
Add Library Sources

Select which Libraries to pull files from:

Single Library: All files from one Library

Multiple Libraries: Combine files from different Libraries (e.g., Engineering + Marketing docs)

Source Management

You can add or remove Library sources at any time. When you add a source, all its files immediately appear in the List.

3
Add Enrichment Fields

Add custom fields to extract data from your documents:

File Property Fields

Extract metadata from files (name, size, modified date, source)

These fields are automatically populated from file metadata—no AI processing needed.

AI-Computed Fields

Use AI to extract custom data (product IDs, amounts, dates)

These are enrichment fields that you configure with AI prompts.

Learn about Enrichments →
4
Process and Export Data

Processing

After adding enrichment fields, start processing to extract data from all documents. You can monitor progress in the field headers.

Export to CSV

Click Export to download your List as a CSV file:

  • Select which fields to include
  • Set maximum row limit (1-10,000)
  • Get CSV file: ListName-export.csv
CSV exports use proper escaping for commas, quotes, and newlines—ready to import into Excel, SAP, or other systems.

Working with Lists

Action Description How To
Filter Files Show only files matching specific criteria Use filter controls above the table. Filters apply to enrichment processing too.
Sort by Field Order files by any field value Click the sorting icon in field headers. Toggle ascending/descending.
Reorder Fields Change column order in the table Drag and drop field headers to reorder columns.
Resize Columns Adjust column widths Drag the resize handle between column headers.
Hide/Show Fields Control which columns are visible Use field visibility controls in the List settings.
Edit Field Update enrichment field configuration Click field header → Edit (only for AI-computed fields).
Delete Field Remove an enrichment field Click field header → Delete → Confirm (only for AI-computed fields).

Sharing Lists

Lists can be shared with other users via Participants:

Access Control

Owner

  • Full control over the List
  • Can add/remove sources
  • Can add/edit/delete fields
  • Can manage participants
  • Can delete the List

Participants

  • Can view the List and its data
  • Can filter and sort
  • Can export to CSV
  • Cannot modify List configuration

Library Access Required

Participants must have read access to the source Libraries to view files in the List. If they don't have access to a Library, those files won't be visible to them.

Best Practices

Start Simple

Create a List with just one Library source and 2-3 enrichment fields. Once you're satisfied with the results, add more sources and fields.

Test Fields on Small Subsets

Use filters to show only 5-10 representative documents, then test your enrichment fields before processing the entire List.

Name Lists Clearly

Use descriptive names that indicate purpose, time period, or scope (e.g., "Q1 2025 Invoices", "Active Product Specs", "Legal Contracts 2024").

Leverage Context Fields

When creating enrichment fields, use context fields to provide additional information to the AI. For example, when extracting "Unit Price", include "Currency" as context.

Related Topics

Explore related features and concepts:

Enrichments → Libraries Files
George-Cloud