Skip to content

Archive

Archiving documents in an audit-proof way and finding them again at any time.

PDFMAILER.FLOW Archive is an audit-proof document archive. An archived document is no longer changed and can only be deleted once its retention period has expired.

In the archive you do not work with individual files but with documents. A document is archived, found and retained as a whole and can be deleted as a whole once its deletion lock has expired. It consists of one or more files and the details about them: a name, the folder it is in, its document type and, if needed, labels and a business partner. An invoice with two enclosures can thus be a single document with three files. When archiving, you decide whether several files are archived together in one document or each file as a document of its own.

Basically, you archive the documents from the other PDFMAILER.FLOW apps here, for example business documents from PDFMAILER.FLOW Document Inbox after they have been reviewed and approved there. You can also archive any documents from other sources: files you upload by hand, or documents sent by email to an archive inbox. How to do this is described under Archiving documents.

Depending on the file type, the text of a document is added to the full-text search when it is archived, for a PDF invoice, for example, every word on the invoice. This way you find a document even if you only know the invoice number or a term from it. In addition, you arrange the documents within an archive in any folder structure and mark them with labels.

Every document is archived as a document type, such as billing document or contract. The document type determines the deletion lock: how long the document remains in the archive unchanged and undeletable. A billing document, for example, is locked for ten years.

Topics