About eDocumentation

This chapter explains general terms and gives instructions and guidance information connected to eDocumentation.

WARNING All three functionalities: eDocumentation , eExchange and eWorkflows are included in all PANTHEON licenses. Before using the eExchange and eDocumentation services for the first time, you have to activate them.

1. What is eDocumentation?

eDocumentation is an electronic document storage and is a part of PANTHEON DMS (Document Management System).

It is the central storage of ALL documentation that is stored and created in the company, that is received and exchanged with business partners and other subjects.

2. What types of eDocumentation are there?

According to the document storage method, there are:

1. "Regular" eDocumentation that stores documents in the cloud and is the default type of document storage in PANTHEON.
2. Certified eDocumentation that stores documents in the cloud in accordance with legislation and
3. Local eDocumentation that stores documents in a local base.

Which storage will store the document is determined by type of document – the document is assigned a classification.

3. What can be saved to eDocumentation?

To eDocumentation, you can save:

1. All received and issued electronic documents (e.g. e-invoice, e-packing slip, e-order, elop, ...),
2. Received and issued mail (complete with postal book keeping),
3. All accounting documentation (account statements, year-ends, reminders ...)
4. Commercial documentation (e.g. contracts, annexes ...)
5. Marketing documentation (e.g. product catalogues, brochures ...)
6. Technical documentation (e.g. instructions for use, warranty cards ...)
7. Electronic mail (e.g. email and email attachments) and more.

To eDocumentation, you can electronically store ALL documents that were previously saved in various places and various forms (in paper - folders, electronically - in different local archives etc.).

4. Integration of eDocumentation

eDocumentation is closely integrated in all PANTHEON features. Below, find a few examples of integration:

1. The Documents form - responsible persons can access all documents in eDocumentation via the Documents form, located in the Settings | Documentation menu. >>See an example.
2. Commercial/Sales - If responsible persons in commercial/sales want to examine business with a specific business partner, the person responsible can access the document by clicking Documentation and Connections in the Subjects Register. >>See an example.
3. Human resources - Every human resources officer or other employees from other departments can equip the document with metadata according to the demands of their jobs. Say the mandatory metadata for contracts is the date of conclusion. In this case, persons responsible do not have to search for these data in a long document, but can be viewed in the Personnel folder, on the Metadata tab, in Documentation. >>See an example.
4. In Production - among details of a work order on the Documents tab, the person responsible in production examines the documentation that is connected with the work order. >>See an example.
5. Accounting - an accountant can access all documents and connected information that are created during their processing. For example, the accountant receives a call from a supplier that wants to check where a mistake was made during payment of their invoice. The accountant checks in the Chat Log in Documentation. The accountant can access information: who, when and which task was started in connection with this document >>See an example.

5. Connecting eDocumentation with other modules

eDocumentation is useful on its own, as a readily accessible electronic archive that is easy to use. But electronic processing of documents reaches full value only when two other PANTHEON modules are included - eWorkflow and eExchange.

Using eWorkflows, you can navigate operations of import, export and processing of documents. See a few examples:

• A document received via regular mail is scanned, imported into eDocumentation and the process of confirming and signing is started.
• To eDocumentation, you can import e-invoices from bizBox, a unified platform for electronic business. The process of importing e-invoices is done via the preset eWorkflow Import eDocument from bizBox.
• To eDocumentation, you can import all document types from different locations. One of the manners of importing is importing documents locally stored on your computer or documents from folders on the company server. The program checks which files have not yet been imported and imports them via exchange mailbox and eWorkflow Import from folders, classifies it accordingly, etc.

6. What does eDocumentation enable?

With eDocumentation, your documents are stored in a safe cloud storage and accessible regardless of your location. It enables:

1. The Search of documents and data - Companies receive and issue a lot of documentation on a daily basis. The Search documents in Documentation is enabled.
2. Tracking - Via Connections, you can see information about connected documents. Connected documents can be opened by double clicking the number of the linked document, where additional required information are accessible.
3. With receiving a document, for example an invoice, you also receive its general data, date and place of issue, amount, sender etc. When then an invoice travels through the process of liquidation, it can be equipped with additional metadata that help you logically install a document within an organisation. A document's metadata are pinned to the document and are visible on all forms in PANTHEON. The latter is determined on specific classification of documents in the Classification Scheme.
4. Adding files - To eDocumentation, you can import all file types. Often, the documents in PANTHEON (e.g. invoices) are composed from several files that, together, constitute the final information (invoice, invoice specification etc). Files can be imported in different ways.
5. Insight into communication in the processing of a document - In eDocumentation, you have insight into the communication that went on while processing a document. The full happening referring to a specific document can be examined in the Chat Log. The information accessible includes who, when and which task was started in accordance with a specific document.
6. Importing documents from various sources - Documents can be imported from various sources; scanned, taken from bizBox, taken from an email inbox, imported from a local folder, PANTHEON documents, statements and so on.
7. Export documents from eDocumentation; documents and attached files can be exported from eDocumentation electronically (e.g. as an e-invoice) or printed on paper.
8. To use eDocumentation, the latter must be activated and corresponding settings (storage, classification plan, inboxes and so on) must be determined first.

On individual pages, this chapter also presents: