Documents table
On the Documents form in Documentation, the documents are displayed in a form of a documents table.
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 customised 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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Classfication
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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, tab 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, tab Settings | Documentation | Mailboxes.
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HINT
You can customize the display of columns in the table. By right-clicking any column name and selecting Edit | Select columns, the Customization window opens, where you can add or remove columns.
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