Difference between revisions of "Performing support tasks"

Revision as of 09:52, 21 October 2016 (view source) Onea (talk | contribs) (→‎Mail as pdf) ← Older edit		Revision as of 13:57, 21 October 2016 (view source) Onea (talk | contribs) (→‎Full text search) Newer edit →
Line 121:		Line 121:
	==Full text search==		==Full text search==
		+	The full text search functionality allows you to search for a value in <u>'''all'''</u> data of a document. All data of a document means:
		+	* header fields
		+	* technical fields
		+	* posting line fields
		+	* detail line fields (in case of VIS)
		+	* the image(s)
−	===Introduction===	+	Using this functionality is possible via the textbox above the archivelist.<br/>
−		+	<br/>
−	The ''full text search'' feature can be used to find a single (or multiple) document(s) based on a search field which is located at the top of the archive list screen (see screenshot below). <br/>This powerful feature gives the user the ability to search a document on a search value which will be used to search in invoice data, as in text which can be found in the image of the document.	+	[[image:full_text_search.png|link=]]<br/>
−		+	<br/>
−		+	Type a value and press the [[image:search_icon.png|link=]] "Search in documents" button to search for documents.
−	[[image:Search.png|340x67px|link=]]	+	<br/>{{info|It's not possible to specify the field(s) on which needs to be filtered. The full text search functionality will search in all fields of the document.}}<br/>
−
−
−	'''Examples of usage:'''
−
−	* User wants to have a list of documents which have the word “car” in invoice data.
−	* User wants to find an invoice for a notebook which has been bought 1,5 years ago. This invoice contains the serial number of the notebook, but this number is not stored in the invoice data. <br/>By entering the serial number in the search field, the user can still find his invoice.
−
−
−
−	By <u>''[[Performing_support_tasks#Invoice_data|invoice data]]''</u> of the document, the following information of the document is meant:
−
−	* Header data
−	* Technical data
−	* Posting data
−	* Detail data
−
−	The user can’t specify on which field to filter, as the ''full text search'' feature will try to search in all fields of the document. <br/>If he does want to filter on a specific field, the standard filter of '''1Archive''' should be used (and/or combined with ''full text search'').
−
−
−	By <u>''[[Performing_support_tasks#Image|image]]''</u> of the document, the following information of the document is meant:
−
−	* PDF image
−
−
−	===How does this powerful feature work?===
−
−	====Invoice data====
−
−	When providing a search value, all fields will be checked for a possible match. Depending on the field data type, a conversion is made:
−
−	* Text:
−	** No conversion is made. User can type a word of the text field value. If a part of word is used, the wildcard character (*) should be added. Searching on text is case insensitive.
−	** '''Examples:'''
−	*** Document has a text field which contains the value “Onea NV”.
−	*** The user will find the document if he enters:
−	**** Onea, ONEA, onea, on*, *nea, *ne*, …
−	*** The user will not find a match if he enters:
−	**** Ne, one, …
−
−
−	{{Note|Using a wildcard character in front of the search value, can slow down the speed of searching.}}
−
−
−	* Numbers:
−	** A user can search for a number by entering some digits. If the user wants to search for a decimal number a dot (.) or (,) can be used for comma. A thousand separator is not supported.
−	** '''Examples:'''
−	*** Document has a number field which contains the value “1.000,45”.
−	*** The user will find a match if he enters:
−	**** 1000.45, 1000,45
−	*** The user will not find a match if he enters:
−	**** 1.000,45
−	* Dates:
−	** Only the date format dd/mm/yy is supported (d = day, m = month, y = year).
−	** '''Examples:'''
−	*** Document contains a date field which contains the value “18/03/85”.
−	*** The user will find a match if he enters:
−	**** 18/03/1985
−	*** The user will not find a match if he enters:
−	**** 18-03-1985, 18.03.1985
−	* Partners & lookuplist items
−	** The user can enter the code or the name of a partner/lookuplist item to find a match. It’s not possible to search on fields of a partner/lookuplist item.
−	** '''Examples:'''
−	*** Document has a partner field which contains the value “Onea NV (5090)” .
−	*** The user will find a match if he enters:
−	**** Onea NV, 5090
−
−
−	====Image====
−
−	''Full text search'' searches for literally values in PDF images. The user should search for text like it is printed in the image.
−
−	'''Examples:'''
−
−	* Image contains the value: “ … BE.0883.668.416 … “ -&gt; the user needs to type the search value exactly like it’s printed in the PDF. Don’t replace “.” with spaces for example. <br/>Of course, it’s still possible to use a wildcard character like “BE.0883*”.
−	* Image contains the value: “11-09-2010” -&gt; the user needs to type the search value exactly like it’s printed in the PDF. Don’t provide format dd/MM/yy for example.
−	* Image contains the value: 1.456,57 -&gt; to type the search value exactly like it’s printed in the PDF . Don’t provide format 1456.57.
		+	'''Example'''<br/>
		+	You bought a notebook 1,5 year ago. The image of the invoice contains the serial number of the notebook, but this number isn't stored in any of the header-, technical-, posting line- or detail line fields. By entering the serial number in the full text search field, the correct document can be found.
		+	<br/>{{warning|If the serial number is constructed with dots in between (like 123.456.789 for example), you need to search for that exact value to be able to find it. Don't change the dots in spaces.}}<br/>
		+	{{info|Wildcards can also be used in the full text search functionality. Note that this can slow down the speed of searching.}}<br/>
	==Share read-only copy of document==		==Share read-only copy of document==

---

Revision as of 13:57, 21 October 2016

1 Searching for invoices

In the 1Archive system, any user is allowed to search for documents by using the filter above the archivelist.

Next to the selected document type, there are two icons available for searching documents:

• "Open filter": opens the filter screen.
• "Open favorite filter": opens a screen with your favorite filters in it.

1.1 Using the filter

When opening the filter, following screen appears:

Following fields are available:

• Field: choose the field on which you would like to filter the documents.

• Operator: choose the operator on which you would like to filter. Possible values are:
  • Include: the field includes the value(s) provided.
  • Exclude: the field excludes the value(s) provided.
  • Empty: choose this in case you want to check on an empty value.
• From and To: the value of the field has to lie in between these two values.

Adding an extra line to filter on is done via the "Add" button in the left upper corner of the filter screen.
Removing a line is done via the "Remove" button in front of each line.

At the bottom of the filter screen, there are four different buttons available:

• "Close filter": hides the filter screen.

• "Clear filter": remove all applied filters.
• "Apply filter": applies the filter on the list of documents.

• "Save filter": save a filter in your favorite filters.

1.2 Using favorite filters

When opening your favorite filters, following screen appears:



Selecting a filter to apply on the list of documents can be done by clicking the name of the filter.
Removing a filter from your favorites can be done by using the "Remove" button.

You can search for a filter using the textbox on top of the screen. Type a value and click "Apply filter" to search. Removing your search can be done by clicking the "Clear" button.

1.3 Filter on validation status

Something worth mentioning is the ability to filter on validation status.



Values to filter on are:

• In progress: the document still needs to be validated in the 1Archive system.
• Valid: the document is completely valid and contains no red or yellow fields.
• Invalid: the document is invalid and contains red or yellow fields.

2 Using wildcards

In order to facilitate your search, you can make use of wildcards. There are two wildcards available:

• *
• %

Both wildcards work as follows:

• *text or %text: searches for all values ending with value "text".
• text* or text%: searches for all values beginning with value "text".
• te*xt or te%xt: searches for all values beginning with "te" and ending with "xt".

3 Exporting documents to Excel

From the archive, it's possible to export documents to Excel.

Select the documents you would like to export by using the checkboxes in front of them. Documents are selected when the checkboxes looks like this: .
Click on the "Export to Excel" button to export the documents.
When clicking this button, following screen is added above the archivelist:



This screen allows you to configure some settings before the actual export. Following settings are available:

• Export all header fields: export all available header fields, not only the header fields that are shown in the archivelist.
• Include lines: include all lines in the export. Possible values are:
  • Posting line fields: include all fields of the posting lines.
  • Detail line fields: include all fields of the detail lines.

4 Exporting documents to PDF

From the archive, it's possible to export documents to PDF.
Select the documents you would like to export by using the checkboxes in front of them. Documents are selected when the checkboxes look like this: .
Click on the "Export to PDF" button to export the documents.

5 Exporting documents to XML

6 Exporting documents to Zip

From the archive, it's possible to export documents to a Zip-file.
Select the documents you would like to export using the checkboxes in front of them. Documents are selected when the checkboxes look like this: .
Click on the "Export to Zip" button to export the documents.

7 Mail as PDF

When in the archive, the left sidebar shows a "Mail as PDF" button. Clicking this button results in following screen that appears:



Following fields are available:

• E-mail address: provide the e-mail address you wish to send the documents to. Default value will be the e-mail address of the currently logged in user.
• From and To: provide the dates between which the voucher dates of the documents you would like to send are.

Click "Ok" to submit the data and send a merged PDF-file with all documents with voucher dates between the "From" and "To" date.

8 Full text search

The full text search functionality allows you to search for a value in all data of a document. All data of a document means:

• header fields
• technical fields
• posting line fields
• detail line fields (in case of VIS)
• the image(s)

Using this functionality is possible via the textbox above the archivelist.



Type a value and press the "Search in documents" button to search for documents.

Example
You bought a notebook 1,5 year ago. The image of the invoice contains the serial number of the notebook, but this number isn't stored in any of the header-, technical-, posting line- or detail line fields. By entering the serial number in the full text search field, the correct document can be found.

9 Share read-only copy of document

It is possible to share a document with a person that doesn't have access to KIS. This person will only see the shared document as a read-only copy. He will not have access to any other documents and he will not be able to make any changes.

• In the document view, under the image, click "Share document" button
• Copy the link that is shown on screen
• Send link to person with whom you want the share current document