Show documents in grid
Using this option, you can preview all documents that are previously imported using option for Import documents:
The table displays the main data of the document, e.g. its status, archive, document date, subject, classification and storage ID. The display can be customized with different Filters.
The data in the table is displayed in the following columns:
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Status
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Shows the status of the document.
The number and names of statuses can be defined as desired. In PANTHEON, two document statuses are predefined:
- A – Approved: The document with this status has been approved by the person responsible.
- N – Not approved: The document with this status has not yet been approved by the person responsible.
The options available in this field can be created on the document of type archive on the Statuses tab of the Document Types register.
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HINT
For more information on how to create document statuses, see the instructions described in the chapter Archive of the technical guide.
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Key
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Shows a unique key used as the document identifier. In simple terms, this means that there can be only one record with this primary key in this table or form. If you try to enter a record with a primary key number that already exists, the program reports an error.
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Archive
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Shows the archive into which the document has been classified. The document of type archive are defined in the Document Types register. The archive and storage of the document are defined based on the classification scheme.
An archive can receive documents from different mailboxes, which can be specified in Administration Panel | Settings | Mailboxes.
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HINT
You can have as many archives as you like. If you keep archives e.g. by business units or by locations, you can define a separate archive for each individual location or business unit.
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Date
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Shows the date and time of creation of the selected document.
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Due date
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Shows the due date of the document, which is populated from the classification scheme.
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Subject
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Shows the subject related to the document, which is populated from the Subjects register.
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Subject Name 2
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Shows the name 2 data, i.e. the long name of the subject, which is populated from the Subjects register.
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Classification
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Shows the name of the classification (category) of the selected document. In addition to classifying a document, a classification also defines how the document is handled (which storage is assigned to the document).
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Title
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Shows the name of the document, which is automatically generated in the module in which the document was created, e.g. received from bizBox, scanned, e-document.
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Note
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Enter any note on the document.
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Storage ID
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Shows the name of the storage where the document is stored. Storages can be created from the menu Settings | Program | Administration Panel, panel Settings | Documentation | Storage. You can also set the storage to be assigned to the document when selecting the classification (category) of the document.
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Mailbox ID
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Shows the mailbox from which the document was sent or received to. Mailboxes can be created in the menu Settings | Program | Administration Panel, panel Settings | Documentation | Mailboxes.
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| Department |
Shows the Department related to the document, which is populated from the Department register. |
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| Cost Center |
Shows the Cost center related to the document, which is populated from the Cost center register. |
| Reference Number |
Add any custom text. |
The Links tab of the Documents form shows information on the documents linked to the selected document. Only existing document links are shown. Linked documents can be opened simply by double-clicking the key of the linked document.
The Metadata tab of the Documents form displays the metadata of the selected document, defined or set for each document classification separately.
Metadata is information about data, i.e. tags that describe a type of content. It may or may not represent mandatory information for a document and usually includes the name of the document, the type of document, its size, the name of the person who created the document, etc. Metadata makes it easier to find, filter, group documents of a similar document type in the documentation.
In the Files tab of the Documents form, all files belonging to the selected document are displayed. Here, you can add files, such as contracts, price lists, pictures of articles, delivery notes, etc.
The tab Chat Log, in the Documents form, displays information about who, when and which task was performed in connection with the document and which workflow (e.g. validation) controls the tasks.
The tab Subject Documents, in the Documents form, displays information about all other linked documents for currently selected Subject.