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Working with the Document Entry

The Document Entry list shows all document references that have been created within Document Central. Each document that is added to Document Central is assigned an entry in this list. These entries include detailed metadata such as the originating dataset, timestamps, and storage location within the repository.

This list is primarily intended for advanced users who require direct access to the underlying document references and metadata. General users are recommended to use the Document Search instead, as it provides more user-friendly filtering and navigation features.

Each entry in the list offers multiple actions that support document management tasks. The following sections explain these actions and their benefits in detail.

Show Source Record

When this action is triggered, the system opens the page corresponding to the record to which the document is linked. For instance, if the document is associated with customer 10000, the Customer Card for that customer will be opened.

Benefits

  • Quickly navigate to the business record associated with a document.
  • Review or verify the context and details tied to a document.
  • Directly make changes to the original record if needed.

This action opens the Related Document List, displaying documents that are linked to the same source record. These connections are created using the document relationship feature. From this list, users can access the related records and their document libraries.

Benefits

  • Offers a clear view of all documents connected to a single source.
  • Improves understanding of business processes with related documentation.
  • Enables faster access to supporting information.

Document Basket & Add to Document Basket

This action adds the selected document to the user's personal Document Basket. Multiple documents can be collected in the basket and downloaded as a single ZIP file.

Benefits

  • Collect and manage multiple documents for bulk actions.
  • Speeds up downloading processes by bundling files.
  • Simplifies organization and archiving tasks.

Show Document Log

This opens the Document Log View, which provides a history of interactions with the selected document, including timestamps, actions performed, and the responsible users. The log also allows direct access to the source record.

Benefits

  • Review detailed logs for transparency and accountability.
  • Trace who accessed or modified the document and when.
  • Helps meet compliance and audit requirements.

Share

This action generates a secure OneDrive link to the document, which can be used to share the document with external recipients via email.

Benefits

  • Easily share documents using cloud-based links.
  • Avoids email attachment size limitations.
  • Allows permission management for secure distribution.

View

This opens a separate viewer page for the selected document, allowing users to zoom, rotate, and browse pages using a thumbnail sidebar.

Benefits

  • Provides a clearer and larger document preview.
  • Easier navigation through documents with multiple pages.
  • Enhances review quality and reduces errors.

Edit Metadata

Opens a list of metadata fields associated with the document entry. These values can be directly edited to update classifications or details.

Benefits

  • Keep document metadata accurate and up to date.
  • Improve searchability and categorization.
  • Ensure consistent documentation standards.

Move

This action changes the reference of the document to a different source record. If needed, the document will also be moved to the correct document library.

Benefits

  • Correct mislinked documents.
  • Maintain an organized document repository.
  • Ensure documents are visible to the right teams.

Create Reminder

Enables users to set email-based reminders for document-related tasks. A predefined template can be selected, and the reminder can be scheduled once or set to recur.

Benefits

  • Stay on top of important document deadlines.
  • Use standardized templates for efficiency.
  • Reduce mental workload through automated follow-ups.

Remove

Deletes both the entry and the corresponding document from the repository.

Benefits

  • Frees up storage and keeps the repository clean.
  • Helps remove outdated or irrelevant content.
  • Supports security and data retention policies.

Open/Download

Downloads the associated document file directly to the user’s system.

Benefits

  • Quick offline access to documents.
  • Work with your preferred tools outside of Document Central.
  • Enables sharing or local archiving.

Email Attachments

Displays attachments of supported email formats (.eml and .msg). Attachments within .msg files (e.g., embedded .msg files) are not displayed.

Note

  • Use for inspecting documents received by email.
  • Be aware of format limitations when viewing nested .msg attachments.

Synchronize

Refreshes the entry from the current state of the repository. This updates metadata or document status if changes were made externally.

Benefits

  • Keep document entries in sync with the repository.
  • Avoid discrepancies caused by external updates.
  • Ensure metadata and versions are up to date for collaboration.