Work with document categorization

By default, document categorization consists of the document register and the Incoming, Outgoing, and Internal document flows. They allow you to conveniently sort the documents and make search easier.

The register shows all the registered documents of the company. When selecting a document flow in the left menu of the workspace, you will see only the documents registered in folders where this document flow is specified.

Below the document flows you can see offices, categories, and folders. They are created by the system administrator when configuring document categorization.

Offices represent your company’s divisions, branches, or departments for document registration.

In each office, you can create several categories. They help you sort the documents by departments, projects, or fields of work.

Offices and categories contain folders. All documents of the same type, e.g., contracts, invoices, or bills, are displayed in one folder.

You can configure access permissions for users, groups, or organizational structure elements to folders, categories, and offices.

In folder settings, you can edit the name of the folder, change the document flow, and set up numbering. To learn more, see Document categorization and registration settings.

Document registration

For example, let’s consider an end user agreement stored in the Agreements app. Suppose it was created by the legal department in the main office.

To register the supply agreement:

1. On the right panel of the document page, in the Registration section, click Register Document. A field will appear for selecting a folder according to the registration settings of the Agreements app.
2. Select Main Office > Legal Department > Agreements folder. The registration number is assigned to the agreement according to the folder settings.
3. Click Register Document.

The contract can also be registered in the course of a business process. You can either set up automatic registration or assign a task to an employee to register the document manually.

Please note that a user without access permissions to a specific office, category, or folder cannot register a document.

After registration, the registration number is displayed in the right panel of the document. By clicking on the number, you can:

• Expand the registration details: document flow, folder, executor, and registration date.
• Change the document registration number. If the Allow editing number after registration option is enabled in the folder settings, a pencil icon will appear next to the number. Click it and enter a different number.
   
  The registration date may remain the same. This is determined by the system administrator in the folder settings.

Find a registered document

There is a search field at the top of the page. You can search for documents by registration number. Enter the number on the field and all matching documents will be shown below.

Also, you can select a year to display only the document registered through that year.

Additionally, a search by parameters is available. To open it, click the icon. A search form will appear.

Here you can search by the File name, Registration number, Start date, and the Registered by system field. Enter the name of the user to view all the documents that are registered by that person. If you want to see all the documents you registered, select the Current user option.

By default, the number of items stored in the document categorization is not displayed in the search bar, and therefore the workspace page loads faster. To show the number of documents, enable the corresponding option in the user profile on the Document Management tab.