Difference between revisions of "Performing support tasks"

Revision as of 14:49, 28 August 2017 (view source) Nele.scherrens (talk | contribs) (→‎Exporting documents to Zip) ← Older edit		Revision as of 13:21, 19 September 2017 (view source) Nele.scherrens (talk | contribs) (→‎Exporting documents to Excel) Newer edit →
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	* OIS: 1000 documents		* OIS: 1000 documents
	* VIS: 1000 documents		* VIS: 1000 documents
−	* Connected: 5000 documents}}<br/>	+	* Connected: 5000 documents
		+	* MIS: 1000 documents}}<br/>
	==Exporting documents to PDF==		==Exporting documents to PDF==

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Revision as of 13:21, 19 September 2017

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 the values of the document fields into Excel.

In the archivelist, select the documents you would like to export by checking the checkboxes in front of the documents. Documents are selected when the checkboxes looks like this: .
Click on the "Export to Excel" button to export the values of the document fields.
When clicking this button, you see following screen above the archivelist:



This screen allows you to select the fields to be exported. Following selections are available:

• Export all header fields:
  • if you check the checkbox, then all available header fields will be exported
  • if you don't check the checkbox, then only the fields which are available in the archivelist will be exported
• Include lines: if you check this checkbox, you have the possibility to select the lines which you would like to have 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.

Click the "Export to Excel" button in order to create the Excel file. This will be downloaded to your file system.

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.