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Expired Documents

 

The Expired Documents forms allows you to delete expired documents that no longer need to be archived.

When opened, the form is automatically filled in with all expired documents according to the set validity. The validity of documents is specified with classification in the Classification Scheme.

Hint

For more information about the validity of documents, read the chapter General information of the Classification Scheme.

 

The form consists of the following buttons and columns:

Delete marked

Clicking on this button deletes all the selected documents.

Marked

If checked, the document is selected for deletion.

Key

Shows a unique key used as a document identifier.

In simple terms, this means that there can only be 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.

Archive

Shows the archive into which the document has been classified. Documents of the 'Archive' type are defined in the Document Types register. The archiving and storage of documents are defined based on the classification scheme.

An archive can receive documents from different mailboxes, which can be specified in the Administration Panel | Settings | Mailboxes.

Hint

You can have as many archives as you would 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.

Storage ID

Shows the name of the storage where the document is stored. Storages can be created from the menu Settings | Program | Administration Panel, in th epanel Settings | Documentation | Storage. You can also set the storage to be assigned to the document when selecting the classification (category) of the document.

Title

Shows the name of the document, which is automatically generated in the module where the document was created, e.g. received from bizBox, scanned, e-document, etc.

Subject

Shows the subject related to the document, which is filled in from the Subjects register.

Date

Shows the date and time of creation of the selected document.

Due Date

Shows the due date of the document, transfered from the Classification Scheme.

Validity

Shows the number of days, months or years as it is set in the Classification Scheme.

Type

Shows the type of duration:

D – days

M – months

Y – years

Days Valid

Valid days = 1 (number of days if valid type = D (day))

Valid days = 31 (number of days if valid type = M (month))

Valid days = 365 (number of days if valid type = Y (year))

Valid To

Shows the date and time when document expired.

 

Hint

Automatic deleting of expired documents can be set in the Task scheduler.

 

 

Related topics:

  Deleting expired documents

  Move documents to storage

  Classification Scheme

  Documentation

 

 

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