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.
The form consists of the following buttons and columns:
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Delete marked
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Clicking on this button deletes all the selected documents.
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Marked
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If checked, the document is selected for deletion.
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Key
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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.
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Archive
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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.
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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.
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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, 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.
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Title
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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.
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Subject
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Shows the subject related to the document, which is filled in from the Subjects register.
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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, transfered from the Classification Scheme.
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Validity
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Shows the number of days, months or years as it is set in the Classification Scheme.
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Type
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Shows the type of duration:
D – days
M – months
Y – years
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Days Valid
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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))
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Valid To
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Shows the date and time when document expired.
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Hint
Automatic deleting of expired documents can be set in the Task scheduler.
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