Creating a new document

Creating a new document is used when we want to import a read (scanned) document into the document system and link it to a document created in PANTHEON. All imported and filed documents in eDocumentation are stored in certified or non-certified storage.

WARNING Before using eDocumentation, the storage feature must be purchased and set up accordingly. Read more in the eBusiness chapter.

In this chapter, we will show you an example of how to create a new document. The feature is located in the Documents and tasks module, under the Documents submodule.

CASE SUMMARY The person responsible wishes to deposit the document received by post from the SIQ Institute into the electronic archive and link it to the document created in PANTHEON. They have scanned the physical document, created a new record for it, entered the mandatory data and attached the scanned document. They followed the next steps to complete the process: Creating a new document Entering data into the document header Entering general data Adding attachments

1. Creating a new document

The person responsible scans the invoice received from the SIQ Institute to prepare it for electronic storage and creates a new document for it in the PAWL application.

They click on Documents and tasks, Documents submodule.

They click on the New document button in the upper right corner.

A new blank data entry form opens.

2. Entering data into the document header

The person responsible continues by entering data into the header of the new document.

From the drop-down list, in the Document type field, in this case, they choose DIZ0 Export documentation.

In the Classification field, they select 250 - Računi (prejeti, izdani, interni) in dokumentacija za njihovo izdelavo (Invoices (received, issued, internal) and documentation for creating them) from the drop-down list.

HINT The code of document types that appear in the drop-down list in the Document type field is previously set in the classification scheme. Read more about this in the eDocumentation Settings in PANTHEON chapter.

The person responsible continues to the Customer/Payer field, where they choose SIQ Institute from the drop-down list.

3. Entering general data

The person responsible proceeds by entering the general data of the document, where they enter the date, a note and link the document to the document created in PANTHEON.

In the Document date and Doc. due date fields they enter the document date and the due date.

The person responsible enters any text in the Note field. In this case, they enter: Archiving paper invoice.

From the drop-down list in the Document link field they choose the document created in PANTHEON and thus link it to the archived/scanned document.

4. Adding attachments

In the final step, the person responsible adds the scanned document and archives it in the storage.

On the right-hand side, where the form for adding attachments is, the person responsible clicks Add attachment.

This opens a window in which the person responsible chooses the location or document they want to attach. They do so by clicking on the Open button.

The uploaded attachment can be seen as a preview.

The person responsible clicks on Save button and completes the entry.

IMPORTANT You want to delete the document with link to documentation, the IRIS message will appear with options to Delete links in documentation or cancel operation.