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Use Document Actions in the Document Journal

  • 6 min.

"When invoices come in, they don't always land in the right place. Sometimes, a PDF turns out to be an order confirmation instead of an invoice. If there's something extra an approver needs to see, such as a contract or an email thread, I want to attach it directly to the document so no one chases me up for this. And if I need to flag something for a colleague before it moves on, I want to leave a comment right there in the document."

Ester, Accounts Payable at Cronus

Document Capture's document journal includes a range of handy document actions, designed to make it easy to fix some of the most common issues with received PDFs – and add details that help registered document travel smoothly through approvals and posting.

Take a tour in the solution

In this scenario, you're working with two received PDFs in the document journal. The first document needs to be moved to a different document category, and the second document needs extra attachments and a comment to help approvers make a quick decision.

Use the document actions

From the document journal or document card, the Document action menu includes:

  • Document Card, which opens the document card where you can review the recognized values, and see in detail how the document will be registered.
  • PDF File, where you can view, print, or download the original file.
  • Attachments, where you can add or edit the extra attachments that are added after importing the document.
  • Incoming Email, which downloads an EML file with the original email used for receiving the file.
  • Change Category, which sends the document to a different document category. For example, if a purchase order update is received combined with an invoice, you can split the documents and move the purchase order update to the relevant category – instead of resubmitting it.
  • Split and Merge, which is covered in another learning unit.
  • Comments, which can be added to alert approvers or bookkeeping colleagues during posting.
Doc journal Document menu all actions

More resources

Check your knowledge

      1. 

      Match the beginning of each sentence (left) to its correct ending (right).

      A. 
      If an approver needs extra context, like a contract or email thread...
      B. 
      If a colleague needs to be alerted to a detail before the document moves on...
      C. 
      If a document ends up in the wrong category...
      D. 
      If you need the original email used to receive the file...