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Use document types

Table Of Contents
  1. Explore documents via document types
  2. Create document type categories

Document types allow you to determine the specific type of document, e.g. an invoice or a contract.

Document types are an alternative to structuring documents in folders and offer specific advantages, especially when Amagno can optionally generate preview graphics for the documents and read data from certain formats, e.g. ZUGFeRD or, in future, xRechnung.

Document types allow the automated capture of important values from documents in order to exchange them with other applications, such as financial accounting or other specialist applications.

This capture is called magnetization in Amagno. By configuring magnetization with profiles, values in documents can be recognized with a simple click. After setting up a magnetization profile for a document type, new documents of the same type, e.g. new invoices from the same supplier, are then automatically recognized by Amagno and the data is assigned.

Amano stores the recognized data in the tags of a document. To organize tags, they are grouped into tag sets.

To create document types, you first need feature sets and features within them. For more information, see the section on using tag sets and tags.

For better organisation of document types, Amagno manages them in document type categories.

Each vault has its own document types. You can easily discover and manage documents based on document types.

Document types are available in vaults when manual or automatic magnetisation is activated. This is currently managed in the Amagno Client for Windows.

Explore documents via document types

In addition to folders and magnets, the document types, its categories, the tag sets and its tags can be accessed in the filing system.

As in the area of the tags of a filing system, the upper area, e.g. document types or tags for the administration of these, also serves as a starting point for dynamically restricting the display of documents further and further on the basis of the selectable tag sets, characteristics and document types/.

This mechanism is referred to as a tag structure and allows a dynamic file in which each user can surf to the desired documents instead of using a rigid folder structure.

  1. 1.

    Select Me in the theme menu.

  2. 2.

    Select the desired vault in the vaults tab.

  3. 3.

    Select the Document types entry in the Overview tab of the clipboard that appears.

  4. 4.

    Select a document type category.

  5. 5.

    Select the desired document type.

  6. 6.

    Select a desired document in the Documents tab.

  7. 7.

    In the Selection tab, select additional displayed feature sets, features, value categories, values, document types, document type categories to further limit the number of files displayed in the Documents tab.

Create document type categories

In companies, there are numerous document types, such as invoices, delivery bills, salary notifications, applications and much more, which belong to different departments or topics. These document types are called document types.

To organize the document types thematically, e.g. in relation to departments, document types are managed in a document type category.

This function requires the Document types – Manage right. These rights are currently managed in the classic client for Windows.

  1. 1.

    Select Me in the theme menu.

  2. 2.

    Select the desired vault in the vaults tab.

  3. 3.

    Select the Document types entry in the Overview tab of the clipboard that appears.

  4. 4.

    Check in the quick actions via the action button whether the filter symbol with a green tick is displayed there. If this is the case, select this symbol. This will also display hidden document type categories.

    Document type categories without content are hidden by default.

  5. 5.

    Select the action button and then the green plus symbol or select the action button for longer and then select Create document type category in the menu that appears.

  6. 6.

    Enter the name of the desired document type category in the subsequent dialog, max. 255 characters without special characters. There must not be any document type categories with the same name.

  7. 7.

    Confirm the new category by selecting the green tick symbol.

  8. 8.

    Refresh the list of categories.