Document management / File vs. Document-type app

File vs. Document type app

When introducing document management workflows in ELMA365, you can work both with files and document apps. There are some conceptual differences between them.

начало внимание

Adaptable document forms, statuses, custom document routes, and registration are all available for document type apps and are not available for files.

конец внимание

Files

ELMA365 supports the following file types: Word, Excel, PowerPoint, images, audio, and video files. You can upload files from your computer or create them directly in the system. ELMA365 allows you to view, edit, and share files in chats and channels, move them from one folder to another, control access and add new versions. To learn more about working with files, see Files.

Document type apps

Document type apps are used to create electronic documents. By an electronic document we understand a configurable form with a file.

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An electronic document: on the left you can see the file, on the right – the document's properties

The document form shows unique document properties. For example, an invoice form can have such properties as Approved by, Amount and Payment due. These properties can be used to filter or search documents by specific parameters. Depending on the type of the document, you can change the set of properties on the form.

Documents have several advantages over files. For example, you can set up your own statuses for each document type and track its progress. For instance, for an invoice, you can add such statuses as Pending approval, Pending payment, Declined, Paid. By taking a look at an invoice's form you will be able to see at which step of the life-cycle it currently is.

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All the stages of document processing make up a route. You can automate document routes through business processes. This will ensure that every stage has a user assigned to it, and the next stage starts only when all the previous tasks are completed.

The routing logic may depend on the contents of the document or its properties. Suppose an employee creates a new invoice in the system. On the document form, they specify the amount to be paid, after which the approval process starts. If the amount is insignificant, then the invoice will be sent to the line manager. Otherwise, the invoice will be first approved by a manager, and then additionally by the CEO.

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Users can add information to the document while the process is executed. This data will be saved on the document form and will be available to the users with sufficient access permissions.

Documents, unlike files, can be registered in the system. Registration helps manage documents of a company by giving a document its own registration number.

To learn more, see How to configure a document route.

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