The Archive view shows a list of documents stored in the service. By default, all reports and administrative documents archived within the last 30 days are displayed.
Each document is displayed on its own row. The document’s date, file name, and the category under which it is archived are displayed. You can only see the documents that you have permission to view. Accounting firm users (e.g., accountants and payroll clerks) and auditors can see all documents by default.
You can preview a document by clicking on the row. The Information tab shows more detailed information about the document, such as the modification date, file size, and viewing rights. Select Edit to edit the information (this function is only visible to accounting firm users).
Select Open to open the document in a new tab, where you can save or print the document if necessary.
Search for documents #
The Archive view displays documents that have been archived within the last 30 days by default. If you want to view older documents, remove the Document creation date filter by clicking the x on the right side of the filter. The program will then list all documents that have been uploaded to the archive.
- Enter the name or date of the document you are looking for in the search field.
- The program will list the documents that match your search below.
- You can refine your search by clicking the Search criteria button. Specify more detailed search criteria, such as the time period when the document was created or the document category. Finally, select Filter.
Add a document #
In the Archive view, you can add new documents to the Documents service. This function is only visible to financial management experts.
- In the Archive view, select Add.
- On the New document page, import the file from your device and fill in the document details.
- Category defines the type of document (e.g., accounting, payroll, sales invoices) and helps with document management. Categories are used in the archive folder view.
- Document date specifies the date to which the document content refers. It is not necessarily the same as the document creation date.
- For example, a document is the minutes of a board meeting. The meeting was held on June 1, 2025, and the minutes were written and saved to the archive on June 3, 2025. In this case, the document date is June 1, 2025, and the document creation date is June 3, 2025.
- You can enter an additional description of the document in the Suffix field. The text is added to the end of the file name.
- File name is automatically generated based on the document information, but you can freely choose a name for the file if you wish.
- Role-based access is automatically assigned to the document based on the document category. Role-based access is typically assigned to auditors, and these rights cannot be modified.
- Individual access defines individual users who can view the document. You can give access to people by selecting Add individual access or remove access by clicking the X after the name.
- Finally, select Save and the document will be added to the archive.
List view and folder view #
The archive is displayed in list view by default, but you can also browse the archive in folder view, i.e. by category. To change the view, select Switch to folder view. Search criteria are not available in folder view.
In the folder view, you can drill down into subfolders and the documents they contain. You can preview and open documents in the same way as in the list view.
At the top of the view, you will see a navigation path that allows you to move in the folder structure.
