The information in this article exclusively relates to a feature in the Basic/Pro/Complete subscription for administrations.
Introduction
With this module, documents can be stored in the archive without a financial booking. Documents can easily be consulted, filtered, searched, downloaded and automatically placed in the correct categories.
Functions and possibilities
The Document management module offers the following functions and possibilities:
Creating categories at administration or environment level.
Assigning the destination of received documents:
Manual destination assignment via Upload & process.
Automatic destination assignment via the preferred administration settings.
Automatic destination assignment via a unique email address per category.
Automatic destination assignment via automation.
Automatic destination assignment via channel settings.
Automatic destination assignment via the mobile app.
Automatic destination assignment by mentioning the category in the email subject.
Receiving documents via various channels (e.g. email) or uploading via the mobile app or in the portal.
Consulting, filtering and searching the document archive (including searching within document content).
Adding comments to documents.
Configuring per user whether it is allowed to manage categories.
Configuring per user whether it is allowed to consult documents.
Configuring per user whether it is allowed to add comments.
Enable module
Document management is an additional module that can be activated per administration.
Go to Manage / Environment / Administrations / Edit and go to the tab 'Additional modules' to enable the module for an administration.
Configure categories
Categories can be created at administration or environment level.
Categories created at administration level are only available for the administration in which they were created.
Categories created at environment level are available in all administrations.
At administration level, subcategories can be added to categories created at environment level.
Category Correspondence is created at environment level and therefore available for all administrations.
In administration X, a subcategory Correspondence / Supplier X can then be created and in administration Y subcategory Correspondence / Supplier Y.
Create categories at administration level via Management / Administration / Document management categories or at environment level via Management / Environment / Document management categories. Create categories and subcategories as shown in the video below via the 'plus' button:
At administration level, categories created at environment level are displayed in a grey frame when managing categories.
Points of attention
Category names must be unique at administration level.
If a new category is created at environment level, the name must not already be in use at administration level. For example, if a category X exists in an administration, it cannot also be created at environment level.
If a category is deleted, all related subcategories and documents will be deleted. A warning is displayed when deleting.
Assign permissions
Go to Manage / Environment / Users to consult the user rights. The user right Pages | Manage | Administration | Document management categories must be active to manage document categories at administration level and Pages | Manage | Environment | Document management categories for managing at environment level.
Additionally, via the user right Pages | Archive | Document management, permissions can be managed to create/edit and delete documents.
The following user rights can be configured:
Document management | Comments
Document management | Comments | Add comments
Document management | Comments | Delete comments (all comments)
Document management | Comments | Delete comments (own comments only)
Mobile app | Document management
Pages | Archive | Document management
Pages | Archive | Document management | Create documents
Pages | Archive | Document management | Edit documents
Pages | Archive | Document management | Delete documents
Pages | Management | Administration | Document management categories
Pages | Management | Environment | Document management categories
How does the Document management module work?
Once the module is enabled and categories have been created, documents can be submitted.
Uploade in the portal
Via 'Upload documents', documents can be submitted by first selecting the destination 'Document management' and then selecting the desired category. Drag your files into the window or click the button 'Click here to upload' to manually select files.
Upload with the app for Android and iOS
Consult this article for a helpful instruction video. Select the desired category and subcategory when submitting.
Administration email adress
Consult this article for more information about, among other things, the prioritisation for determining the destination of documents submitted via the @to-zenvoices email address.
email channel (POP3/IMAP)
Consult this article for more information.
Dropbox and mobiele app
The preference settings in the Dropbox channel and the input when uploading via the mobile app are applied.
Assign/change destination manually
In Upload & process, the destination of a document can be manually adjusted. Select one or more documents and manually assign a destination via the bulk action 'Assign destination'.
Assign destination automaticlly
Consult this article for more information.
Arcive
Only when the module is enabled, a tab 'Documents' is available in the archive. After a document has been processed, it can be consulted in the archive under this tab. Via the search function, you can easily search within the content of the documents; this applies only to the first one hundred pages. By default, only the documents of the current administration are shown. With the administration selection field, you can choose from which administrations documents should be displayed, making it possible to consult documents from multiple administrations. Via the 'Field chooser', additional columns can be added. Filters can be applied to various columns. Via 'Category' on the left side of the screen, it is visible how many documents are stored for a specific (sub)category; filtering is also possible here.
Add comment
Users can add comments to document management files. This can be done in the 'Edit' screen as well as in the 'View details' screen (consult via the magnifying glass).
Tag users
By typing an @ in the comment field, you can select a user to tag. In this article, you can read more about receiving notifications.
Pirces & Invoices
Consult Management / Environment / Subscription for an overview of the applicable rates. The applicable rates for processed invoices also apply to documents.