Table of Contents

Documentlist

The Documentlist functionality is provided in the doc.box scope of functions and is basically called from an existing document. The list opens with an overview of the archived documents for the respective record. Additional filters, which are available in the header, are special features. This way, outdated and expected documents can be excluded from the view set of the list. In addition, it can be distinguished whether the documents are selected for the base dataset, the transaction, or the account.

Another special feature of the page is the preview on the right. The stored documents of the file type PDF can be viewed without actually opening them.

Note

The functionality is demonstrated in this example using a posted sales invoice.

View archived documents

  1. Choose the Search icon, enter Posted Sales Invoices, and then choose the related link.
  2. On the Posted Sales Invoices page, choose the appropriate sales invoice and select the View action.
  3. On the Posted Sales Invoice page, choose the Documentlist action.
  4. On the doc.box Documents page, depending on the default setup of the corresponding doc.box table setup the following documents are shown:
    • Documents archived to this posted sales invoice.
    • Documents archived during the whole sales process (e.g., sales quote, sales order, etc.).
    • Documents archived for this customer.
  5. In the Documents referring to field, the default view can be changed.
  6. Select the Show exp. Document field to also show expected documents.
  7. Choose the Show Only Last Versions field to hide older archived versions of a document.

Download an archived document

  1. Choose the Search icon, enter Posted Sales Invoices, and then choose the related link.
  2. On the Posted Sales Invoices page, choose the appropriate sales invoice and select the View action.
  3. On the Posted Sales Invoice page, choose the Documentlist action.
  4. On the doc.box Documents page, in the lines, select a document and choose the Show action.
  5. The document was downloaded to your download folder and was named with the value of the filename field.

Create a zip file

  1. Choose the Search icon, enter Posted Sales Invoices, and then choose the related link.
  2. On the Posted Sales Invoices page, choose the appropriate sales invoice and select the View action.
  3. On the Posted Sales Invoice page, choose the Documentlist action.
  4. On the doc.box Documents page, in the lines, select a document and choose the Save as Zip action.
  5. The document was downloaded as a zip file to your download folder and was named documents.zip.

Send via e-mail

  1. Choose the Search icon, enter Posted Sales Invoices, and then choose the related link.
  2. On the Posted Sales Invoices page, choose the appropriate sales invoice and select the View action.
  3. On the Posted Sales Invoice page, choose the Documentlist action.
  4. On the doc.box Documents page, in the lines, select a document and choose the Submit via Mail action.
  5. On the Compose an Email page, fill in the the To and Subject fields.
  6. In the Message field, enter the text that should be sent.
  7. Select the Send Email action to submit the e-mail.
Note

The selected document is attached automatically to the e-mail.

Transfer an archived document

If a document has been archived in the wrong place, you can easily move it. Let's presume you chose the wrong posted sales invoice for archiving and now have to move the document to another posted sales invoice.

  1. Choose the Search icon, enter Posted Sales Invoices, and then choose the related link.
  2. On the Posted Sales Invoices page, choose the posted sales invoice where the archived document needs to be removed and select the View action.
  3. On the Posted Sales Invoice page, choose the Documentlist action.
  4. On the doc.box Documents page, in the lines, select the document and choose the Cut action.
  5. Close the pages and go back to the Posted Sales Invoices page.
  6. On the Posted Sales Invoices page, choose the correct sales invoice and select the View action.
  7. On the Posted Sales Invoice page, choose the Documentlist action.
  8. On the doc.box Documents page, select the Paste action to insert the archived document.