Document Centre
The Document Centre is a powerful search screen. It allows users to quickly locate and manage documents across multiple databanks and statuses.
The following sections are detailed below:
1. Document List
The main area of the screen displays a list of documents with key details such as received date, document type, supplier, assigned user, and total amount. Each document has a status label (e.g., “Open,” “Parked,” “Approval in Progress”) that indicates its processing stage.
Functionality:
- Users can quickly view document details at a glance.
- Clicking on a document expands additional data, including custom fields, associated documents and recent activity.
- Color-coded status labels help users prioritize tasks.
2. Filtering & Search
The search bar and filters at the top allow users to refine the document list based on specific criteria like document type, supplier, keyword search and more. By default, the search operates on a “starts with” basis, but the System Admin can change it to “contains” in the system settings if needed (please see implementation details).
Functionality:
- Users can enter keywords to find relevant documents instantly.
- Multiple filters can be applied to narrow down results.
- The default search mode is “starts with”, but System Admin can adjust the setting to “contains” in system settings.
- Keyword highlighting ensures that searched terms are visually emphasized in the results for quick identification.
3. CSV Download
Users can download selected documents into a CSV file in bulk.
Functionality:
- The Download button allows the exportation of up to 1,000 selected records into a CSV file at once.
4. Document Details (Expandable Rows)
Users can expand a document row to see more details, including custom fields, associated documents, and the latest activities.
Functionality:
- Displays key data, including custom fields.
- Shows a history of the last 2 actions taken on the document (e.g., actions and comments).
- Provides links to associated documents when applicable.
5. Tags
Tags provide a way to categorize and label documents for easier identification and retrieval. Users can assign one or multiple tags to a document based on relevance, such as department, urgency, or custom classifications.
Functionality:
- Tags can be added, edited, or removed directly from the document list.
- Users can filter documents by specific tags for quick access.
- Tags provide a visual indicator to help users quickly recognize document categories.
- Multiple tags can be applied to a single document, allowing for flexible categorization.
6. Actions
Each document has a menu with quick action options, allowing users to interact with the document without leaving the screen.
Functionality:
- Options include adding comments, sending emails, downloading CSV, parking, and deleting documents.
- Users can perform these actions directly from the list without opening a new screen.