Archiving documents

Archiving documents with or without a prior review.

Documents can be archived by hand in two different ways: through an archive inbox, where they are reviewed first, or directly into a folder of the archive. Which way you choose depends on whether someone should review the document before it is archived. In addition, the other PDFMAILER.FLOW apps also archive their documents themselves. In all cases: an archived document can no longer be changed and cannot be brought back into processing.

Through the archive inbox, with a review. Documents first arrive in an archive inbox. They get there in two ways: you upload them yourself, or they are sent by email to the inbox's mailbox. In the inbox, every document has to be reviewed and assigned to a folder and a document type before it is archived. The review can also take place later; a document waits in the inbox until someone takes care of it. You take this way for everything that comes in on an ongoing basis and for documents a colleague is to review. How to do this is described under Via the archive inbox.

Directly into a folder, without a review. Every folder of the archive has the Archive here button. With it you file a document in this folder right away, without going through an inbox. You take this way when you know the document yourself and already know which folder you want to archive it in, for example a signed contract. How to do this is described under Directly into a folder.

Automatically from other apps. The other PDFMAILER.FLOW apps can move documents to the archive automatically according to a defined workflow or rule. A workflow in PDFMAILER.FLOW Document Inbox can, for example, archive a business document as soon as it has been reviewed and approved. The document then goes to the archive folder that the workflow or rule specifies and receives the retention period of its document type. How a workflow defines the archiving is described for the app in question.