Archiving Associated Documents in the Document Capture Document Journal

This function enables the automatic archiving of additional documents that are assigned to a main document. Associated documents are supplementary files (e.g., delivery notes, attachments, confirmations) that are assigned to a main document in Document Capture. When the main document is registered, all assigned associated documents are automatically archived and stored in the same SharePoint library as the main document. This ensures that all relevant documents for a business transaction are centrally available.

The linking is done via the "Associated Document No." field in Document Capture, where the number of the main document is entered. When the main document is registered, all linked associated documents are automatically archived in SharePoint and also set to the status "Registered". If the main document is reset to "Open", this is also done automatically for all assigned associated documents.

The function is available for both purchase and sales documents.

Configuration

The settings are made in the Document Capture Document Category.

• Associated Documents Enabled: Activates the automatic archiving of associated documents for this document category. When this field is enabled, all linked associated documents are automatically archived when a main document is registered.

Configuration for Purchase Documents

The following content types define how associated documents for various purchase document types are archived:

• Content Type Purchase Invoice Attachment: Specifies the SharePoint content type used for associated documents of purchase invoices.
• Content Type Purchase Credit Memo Attachment: Specifies the SharePoint content type used for associated documents of purchase credit memos.
• Content Type Prepayment Attachment: Specifies the SharePoint content type used for associated documents of prepayment documents.

When a document is registered, all attachments are also automatically archived. No distinction is made between manually stored attachments and attachments embedded within an XML file.

Configuration for Sales Documents

The following content types define how associated documents for various sales document types are archived:

• Content Type Sales Order Attachment: Specifies the SharePoint content type used for associated documents of sales orders.
• Content Type Sales Credit Memo Attachment: Specifies the SharePoint content type used for associated documents of sales credit memos.