Filing

This article describes the document filing interface in detail.

We will cover 3 situations here:

• Actions before classification
• Informations
• Validation of the Classification

Actions before classification

This panel allows you to handle the following cases:

1. Destination: Allows you to see which directory the document will be moved to
2. Split document (PDF only) : Allows you to separate a PDF containing several documents. After separation, the documents are added to the filing list (top left corner).
3. Print: Allows you to print the document.
4. Delete: In the event of a duplicate, delete the document from your storage. You can click on the arrow to see where the duplicates are located.
5. View details: By clicking on this icon, you can see where the document is currently located (before filing) and other information about it (such as duplicates).

Document information

This section allows you to validate, modify and select the information that will be added to the classified document.

This information is used to determine the tree structure and file name (=rules and filing graph) according to the graph selected to your organisation.

This information can also be used later to search for the file using filters on the search page.

1. Lists the possible options. The ketl suggestions are placed at the top of the list and contain a coloured dot (green or orange depending on their estimated quality). You can also search for possible values to select what seems relevant to you.
2. Deletes the selected value. It can sometimes be useful to clear the category before selecting a document type. Depending on your configuration, the category filters the options proposed in the ‘Document type’ field by default.

• Mandatory fields: Indicated by a red asterisk, certain fields must be completed in order to classify documents.
• Modifiable fields: When you enter a value in the search box and this value does not exist, a modifiable field will suggest that you add it to the list of existing values.

Validation of the Classification

This section allows you to finalise the classification of the file.

Here are the possible actions:

1. Change name: By default, the file will be renamed according to your graph.
2. Save: File the document with ketl. The file will be renamed, moved and its information stored.
3. Save As: Allows you to file the document in the directory of your choice. (Note: The document will be filed as soon as you press ‘Select’ in the directory selector that appears).
4. Add a flow: Opens a window for entering a note or task to be linked to the document.

Change your name

The icon lets you choose the original file name or change the suggested name.

If you want to change the name, you can also click directly on the file name.

Move the mouse over the name to see how it will be sorted.

Add a flow

1. Date or due date
2. Duration (for tasks)
3. Message, if you type the ‘@’ character, the list of users will open and you will be able to choose another user. This user will be informed of the flow when it is created.
4. Add tags.
5. Assign or inform a user of the task.
6. Add to calendar: If you select a date, the flow will be added to the group calendar selected by your organisation. The people mentioned in the flow will be invited automatically.