Overview of Documents and Templates

When your documents have been imported into Continia Document Capture, you can start working with them. All documents are organized into document categories, and most of them make use of document templates. Both of these concepts – as well as the way they interact with your documents – are essential for you to understand, which is why they’re explained in the sections below, along with a few other crucial concepts.

Document categories

All documents belong to a document category, which serves as a sort of container for all documents of a specific type. For example, all purchase invoices and credit memos belong to the document category PURCHASE, whereas all sales orders belong to the SALES category. Each document category includes a set of rules and configurations that define how to process documents within that category. This may be less relevant to you if, for example, you generally only process purchase documents – but you could still occasionally benefit from knowing that there are different types of documents and that they’re grouped into document categories.

Templates

A template is a collection of rules and configurations that determine how documents should be captured and processed. All templates are associated with a document category, and each template is linked to a specific vendor. Templates can be linked to other entities than vendors, but this article will focus exclusively on vendors, for illustrative purposes. In the template, you determine what information and which fields should be captured whenever you receive a document from a specific vendor. As each vendor has a unique template, you can use templates for capturing different information or for applying different rules and configurations for each vendor.

Templates usually have one or more template fields, which are the fields that you want to capture in a document. For example, purchase-related templates typically include template fields such as Invoice No., Posting Date, Due Date, Currency, and Amount. For each template field, you can set up different rules and checks to be implemented whenever information is captured for that specific field. For example, you may want to set up a rule to ensure that all invoices contain an order number, or that you only receive invoices in a particular currency from a particular vendor.

Document Capture includes a configuration that sets up all base templates, meaning that you don’t have to configure everything from scratch. You only need to make changes to a template or to any of the template fields if you want to change how information is captured in documents from specific vendors, or if you’d like to capture additional information in documents.

Documents

Documents are the actual entities that are processed and stored in Document Capture, such as purchase invoices and credit memos. When you import a document, Document Capture will identify the source of that document (for example, the vendor that sent it) and link it to the specific template associated with that source. Once a source has been identified (or manually assigned) and its associated template has been applied, all relevant information in the document is automatically captured, and the document is processed according to the rules and configuration of the applied template.

ToSee
Learn how to import documents into Document Capture and get an overview of the various methodsImporting Documents
Understand the ins and outs of the document journal, identify or change field captions, capture field values, assign new vendors to documents, add or remove template fields, or view only specific types of documentsWorking with Paper and PDF Documents
Register documents in order to make them available as real business entities in Microsoft Dynamics 365 Business CentralRegistering Documents
Reopen documents, for instance to match them again, to correct errors, or if they were mistakenly rejectedReopening Documents
Reject documents, thereby dismissing them but retaining them in the database (as opposed to deleting them entirely)Rejecting Documents
Split files into multiple separate documents (either manually or automatically) or manually merge separate files into one single documentSplitting and Merging Documents
Move documents to other companies, either manually or automaticallyMoving a Document to Another Company
Familiarize yourself with the process of template identificationFinding the Document Source and Template
Create and set up new template fieldsSetting up New Template Fields
Learn how to OCR-process documents and gain insights into the OCR processOCR-Processing a Document

See also

Importing Documents
Working with Paper and PDF Documents
Registering Documents
Reopening Documents
Rejecting Documents
Splitting and Merging Documents
Moving a Document to Another Company
Finding the Document Source and Template
Setting up New Template Fields
OCR-Processing a Document