eDocumentation settings in PANTHEON

The eDocumentation service is activated by ordering a package from the Datalab website. After receiving the confirmation email, the settings for eDocumentation need to be defined in PANTHEON. Below is an example of how to define the eDocumentation settings in PANTHEON.

CASE SUMMARY Ashley Accountant, Head of Finance and Accounting at Tecta, received a confirmation email that the eDocumentation service had been successfully activated. She will now define the basic settings in PANTHEON to start using eDocumentation. This is done as follows: Setting up storages Setting up classification scheme Setting up mailboxes Setting up workflows Setting up document types for eDocumentation

In the Administration Panel, the person responsible defines the basic settings for: the classification scheme, storages, mailboxes and workflows. The transfer of the registers is carried out using a wizard that transfers the data from a web service to PANTHEON.

The person responsible opens the wizard by opening the mneu Settings | Program | Administration Panel | Settings | Documentation.

1. Setting up storages

Storages are the locations where eDocumentation documents are stored. The person responsible uploads the Storage register, as shown in the image below.

• In the wizard, the person responsible clicks the panel Download storages.

• The person responsible selects the Import type, in this case: Add/update.

• Then, the person responsible clicks the button Transfer from server.

• The person responsible checks the registers to be added to the Tecta database (number 3 in the image below).

• Finally, the person responsible clicks the button Transfer into register.

HINT For each classification, a different storage location for saving documents can be defined.

WARNING Even if you do not have any document retention mode activated, some functionalities will ask you for information about your document retention mode. To do this, download the No retention option in the retention codebook.

2. Setting up classification scheme

Classifications (or a classification scheme) allow structured grouping of documents into different groups and enable you to define the duration and method of document retention. For this purpose, the person responsible downloads the register Classification scheme for eDocumentation.

• In the wizard, the person responsible clicks the panel Download classifications, as shown in the image below.

• The person responsible selects a classification scheme from the drop-down list of the field Group, in this case: SI01.

• The person responsible selects the Import type, in this case: Add/update.

• Then, the person responsible clicks the button Transfer from server.

• The person responsible checks the registers to be added to the Tecta database (number 4 in the image below).

• Finally, the person responsible clicks the button Transfer into register.

HINT You can also add classifications in the menu Settings | Documentation | Classification scheme. To create the classification manually, click the toolbar button (Insert record).

• The person responsible also assigns a validity and storage type to each classification or classification group, as shown in the image below.

WARNING The validity or retention period for certain types of documents is prescribed by law.

3. Setting up mailboxes

The mailboxes allow you to receive and send documentation electronically (eSlog 2.0). In addition to defining the settings in PANTHEON, the appropriate access settings must be defined in cooperation with the mailbox provider. In this case, Tecta has an activated mailbox with the service provider .

HINT For details on how to activate your bizBox mailbox, visit the bizBox website.

The person responsible transfers the Mailboxes register as follows:

• In the wizard, the person responsible clicks the panel Download mailboxes, as shown in the image below.

• The person responsible selects the Import type, in this case: Add/update.

• Then, the person responsible clicks the button Transfer from server.

• The person responsible checks the registers to be added to the Tecta database (number 3 in the image below).

• Finally, the person responsible clicks the button Transfer into register.

• In the field Subject, the person responsible also assigns the company details to each mailbox. In this case, the person responsible selects Tecta Plc. from the drop-down list, as shown in the image below.

• In the field Classification, the person responsible specifies the classification that will be assigned to the documents to be imported into the mailbox.

• The person responsible enters the login details in the fields Login and Identify.

HINT The login details were provided to the responsible person by the bizBox service provider after the successful registration of the mailbox.

4. Setting up workflows

Workflows enable you to automate your work in PANTHEON. Predefined workflows will guide you through the business process and enable you to work faster and more efficiently with the program. In this case, the person responsible transfers the predefined workflows from a web server.

• From the drop-down list of the field Group, the person responsible selects DMS.

• The person responsible selects the import type and clicks the button Transfer from server.

• The person responsible checks the workflows to be added to the Tecta database (number 4 in the image below) and imports them into the database by clicking the button Transfer into register.

5. Setting up document types for eDocumentation

The person responsible defines the settings for the document types in two steps. For this purpose, the person responsible opens the Document types register in the menu Settings | Program | Document types.

5.1 Creating document types for eDocumentation

The person responsible first determines the type of documents to be used for the purposes of storing documents to eDocumentation.

• For this purpose, in the panel Documentation the person responsible creates a new document type DIZ0, as shown in the image below.

• From the drop-down list of the field Classification, the person responsible selects the appropriate classification, in this case: 250 - Invoices.

5.2 Advanced settings for document types

For the document types that will be stored to eDocumentation at Tecta, the person responsible also needs to define the advanced settings. For this purpose, the person responsible clicks the panel Goods | Issue.

• From the drop-down list of the field Archive, the person responsible selects the type of document used for the purposes of eDocumentation, as defined in point 5.1 above: DIZ0.

• The person responsible selects or checks that the Classification is set to 250 - Invoices.

• The person responsible clicks the tab Goods and then the subtab Advanced settings and selects the option P1 from the drop-down list of the field Tran. type.

WARNING The setting in the field Tran. type in the panel Advanced settings applies only to issuing documents.