Overview
On this page you will learn how to archive processes in Documents.
Opening and archiving a process
Step 1: Select document for archiving
You have three options for opening a document for archiving:
Option A: Double-click on a document in the inbox
Option B: Drag and drop the document onto the archive list in the left-hand workspace
Option C: Drag & drop the document onto the tab of an open archive
Result: The "Archive process" editing screen opens.
💡 Tip for multiple processing:
You can select several documents at the same time in the inbox and assign them to an archive using the Archive button. You can then process the documents one after the other. The archive is then already selected.
Step 2: Assign archive
Assign an archive to the document via the pull-down menu.
Step 3: Fill in data fields
Fill in the fields in the "Data fields" area.
Important information on data fields:
Characteristic | Characteristic Description |
Archive-dependent | The fields change depending on the archive selected. The administrator defines these fields for each archive |
Mandatory fields | Fields highlighted in yellow are mandatory and must be completed |
Pre-assigned fields | Fields can be pre-assigned with values (see section "SmartIndexing") |
SmartIndexing | If fields are not pre-assigned, you can start the SmartIndexing process with the SmartIndexing button |
Advanced functions for data fields
Lookup function
The lookup function allows you to determine values by searching in data tables.
Prerequisites:
The administrator has set a data table as the default source in a data field
You have at least read access to the data table
How to use the lookup function:
Recognising the search icon
A search icon appears on the far right of the input field
Open dialogue
Click on the search icon
A dialogue opens and displays the content of the data table
Perform search
Enter something in the search field
The system searches for the entered value in all columns of the data table
Search hits are highlighted (as with the quick search in the archive)
Select value
Select the desired row using the arrow keys or the mouse
Confirm the selection with a double-click or Enter
The value from the column set in the default source is transferred to the data field
Optimum column width in sub-tables
You can automatically adjust the column width in sub-tables.
Procedure:
In the process dialogue in sub-tables, click on the drop-down arrow in the column title
Select the "Optimised column width" menu item
Result: The width of all columns in the sub-table is adjusted so that both the column titles and the values in all cells are displayed in full.
Field suggestions from data tables
If your administrator has stored data tables for certain data fields, you can filter the suggestions directly.
Example:
"HR" data table with the columns "Department" and "Employee"
Each employee is assigned to a department
This is how filtering works:
First select the department
You will then only be shown employees who belong to this department
Editing data tables
If a data table has been stored for an archive data field and you have write authorisation, you can edit values directly.
Possible actions in the proposal dialogue:
Create values
Edit values
Delete values
Example: Data table for suppliers
Combo box with auto-completion
The combo box is used in the archive dialogue and in the settings in the administration area. It enables significantly faster operation thanks to intelligent search functions.
Automatic search and completion
The combo box searches for suitable suggestions as you type.
This is how it works:
You start typing
The system immediately searches for possible suggestions
The first result is automatically completed
Using the combo box
The behaviour is similar to the URL line of large web browsers.
Visual labelling:
The automatically completed text is highlighted in blue
If you continue typing, a new search is performed
Keyboard control:
Key | key Function |
Backspace | Deletes the text highlighted in blue |
Enter | Selects the text currently displayed |
Arrow key ↑ | Navigates upwards in the suggestion list |
Arrow key ↓ | Navigates downwards in the suggestion list |
⚠️ Important: Note upper and lower case letters
The search in the suggestion list is case-sensitive.
Example:
Enter "ar" to find "archiv"
Entering "ar" does NOT find "archive"
Pre-assigned field values with SmartIndexing
What is SmartIndexing?
If the administrator has provided fields for the archive with SmartIndexing, field values may already be pre-assigned.
Understanding sun icons
SmartIndexing uses sun icons to indicate the quality of the read values.
Icon meanings:
Icon | Meaning |
Green sun | The value was probably read correctly from the document |
Grey sun | Several possible values have been recognised from which you can choose |
Show and hide sun icons
You can control the display of the sun icons.
Procedure:
Open the process form
Look for the button with the sun icon in the toolbar
Click on the button to show or hide the icons
Editing data tables
Prerequisites
You can edit data tables directly in the suggestion dialogue if the following conditions are met:
A data table is stored for an archive data field (e.g. for suppliers)
As a user, you have write authorisation for this data table
Possible actions
You can perform the following actions in the proposal dialogue:
Create values: Add new entries to the data table
Edit values: Change existing entries
Delete values: Remove entries that are no longer required
Advantage: You do not have to switch to the administration area, but can make changes directly during archiving.
Quick archiving
What is quick archiving?
Quick archiving is a function that makes your work easier if you want to archive several documents.
Use case: You want to archive several documents from one sender.
Activate quick archiving
You can select quick archiving for each document to be archived.
Procedure:
Open a document for archiving
Select the "Quick archiving" option
Archive the first document
Configure fields for reuse
After activation, you can specify which entries are to be reused.
Configuration step:
Select which entries are to be used for the next documents
These fields are then automatically pre-filled
Result: Archiving is noticeably faster as you do not have to re-enter recurring information.
Advantages of quick archiving
Advantage | Description |
Saves time | Recurring data only needs to be entered once |
Consistency | The same values are used for all documents |
Efficiency | Particularly useful for multiple documents from the same sender |
💡 Tip:
Use the quick archiving function if you need to archive a large number of similar documents. This saves considerable time and reduces input errors.