Performing support tasks

1 Searching for invoices

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

It's only possible to search for documents when you are in the archive.

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:

Depending upon your environment, the selected field could be different.

Following fields are available:

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

The available fields are all header-, technical- and posting line fields from your environment. See "Validating invoices" for all available fields.

• 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.

Certain fields only have the possibility to enter a From value.

Based on the type of the selected field, it's possible to either type in text, select from a "List" or select a "Date".

Tip: it is possible to search for multiple values inside one filter box by using a semicolon (;). But this only works for text fields, not for numeric, date and lookuplist fields! Example: enter 2017032101;2017032102 to search for invoices with invoice number 2017032101 and 2017032102.

If you would like to filter on one particular value, add this in the From field

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.

Note that clicking "Close filter" does not clear or apply the current filter.

When a filter is closed, it can be reopened easily by clicking the "Open filter" button next to the document type.

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

Note that the filter icon next to the document type will color red to indicate that a filter is applied.

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

Clicking this button results in the appearance of a pop-up screen where you have to name the filter.

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".

If you just type "text", the search will be based on "text*".

Searching for values in 1Archive is not case sensitive.

Using these wildcards is only possible in search dialogs. For example: the search dialog for suppliers in the document view.

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.

Detail line fields are only available in the VIS environment!

In the Excel export, the header data will be repeated in case multiple posting lines will be exported. For example: when having a document with 2 posting lines, the Excel file will contain a similar header data row for each specific posting line.

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

The export to Excel functionality has a limited number of documents that can be exported: EIS: 1000 documents OIS: 1000 documents VIS: 1000 documents Connected: 5000 documents

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.

All images, including the attachments, will be exported.

Only exportable attachments will be included!

For each document, a bookmark will be created in the PDF file. This bookmark is based on the ID the document has in 1Archive.

The export to PDF functionality has a limited number of documents that can be exported: EIS: 100 documents OIS: 100 documents VIS: 100 documents Connected: 100 documents

5 Exporting documents to XML

This functionality is currently not in use.

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.

The Zip-file contains a folder for each document you selected with all exportable images in it.

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.

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.

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.

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.

Wildcards can also be used in the full text search functionality. Note that this can slow down the speed of searching.