Do you repeatedly archive similar documents that only differ in a few index terms such as date, transaction number or project? Save yourself the trouble of re-entering repetitive data: Two practical autofill functions make filing quick and efficient.
Contents:
1. Use indexing for multiple documents
When archiving several documents on a topic or project from the Document Tray at the same time, the "Keep entries" function reduces manual effort and saves time. Once activated, all index data from the document are automatically filled in for the next one and only need to be adjusted if necessary.
Here’s how:
- Select all documents in the Document Tray that will have similar index data, click on "Store" and select an archive.
- Open the storage dialog options (via the three dots next to the Store button) and select “Keep entries”.
- Enter the index data for the first document and store it.
- The next document will automatically open in the viewer, with the storage dialog pre-filled with the previous index data. Modify any differing values and store the document.
2. Auto-complete indexing
Many archives already contain documents with index data that can be applied to new documents. The "Autofill indexing" function allows you to add these values in the storage dialog with just one click.
Here’s how:
- Select the document in the document tray, click “Store”, and choose an archive.
- Enter at least one typical index term for the document.
- Open the storage dialog options (via the three dots next to the Store button) and select “Autofill indexing”.
- DocuWare will automatically fill the empty fields with values from the last document that shares the same index term/s as you just entered.
- Review the suggested values and adjust them to the new document if necessary.
This function is also available when archiving emails from Outlook in DocuWare!
Another option for indexing an archived document is the Drag & Store function. You can use this function if you have a second workspace open.