Expected Documents

Expected document types can be created automatically or manually. The advantage of an expected document is that a reference to a document can already be created during the running process, although it does not yet exist. This can save a lot of time in post-processing, since the assignment then takes place automatically during the scanning process.

Automatically create an expected document

An expected document can be created automatically for a report during the printing process. To use this function, the specific report needs to have the Create Expected Document attribute in the doc.box report setup.

During the printing process, a new barcode is created and printed on the document. In addition, a data entry is created for the expected document, and this data entry also receives the barcode. As soon as the document enters the system through the batch import, the relation with the expected document is established, and the expected document is converted into an archived document.

1. Choose the icon, enter doc.box Report Setup, and then choose the related link.
2. On the doc.box Report Setup page, choose the appropriate report for which the expected documents should be created.
3. In the Create Expected Document field, use the drop-down arrow and choose one of the following options:
   • Print: The first time a document is printed, an expected document is created.
   • Print (per Copy): Every time a document is printed, an expected document is created.

Create an expected document by hand

Sometimes it is necessary to manually create an expected document. Let's presume you need to do so for a sales order.

1. Choose the icon, enter Sales Orders, and then choose the related link.
2. On the Sales Orders page, choose the appropriate sales order and select the Edit action.
3. On the Sales Order page, select the Create Exp. Document action.
4. On the Edit - doc.box Index page, a few fields are already filled with the doc.box setup's default values, but they can be changed if necessary.
5. In the Document Type field, use the drop-arrow to choose a suitable type of document.
6. In the Barcode field, enter a bar code.

Important

To be able to work with manually created expected documents, bar code labels need to be created first.

7. In the Comment field, add a short comment if needed.
8. In the new Version for field, choose the edit button and select the document where a newer version needs to be placed.

Note

The new Version for field can be ignored, if a completely new expected document is created. 9. Select the OK button to create the expected document.

Create bar code labels

1. Choose the icon, enter doc.box Barcode Labels, and then choose the related link.
2. On the doc.box Barcode Labels page, in the field Zweckform, use the drop-down arrow and select the format the labels should be printed in. The options are: 3667 and 3420.
3. In the Labels Count field, enter the number of labels that should be printed.
4. In the Barcode length field, define the length of the bar code (number of digits).
5. Select the Testpage field if a test page should be printed first.
6. Choose the Print button to start the printing process.