Import file

Features

Record your incoming digital documents in your digital inbox.
You can digitize incoming paper documents by scanning and digitally process the generated PDF file.

You can import the files of incoming digital documents manually into your digital inbox using drag & drop and the Windows file selection.
You can also use the directory monitoring function to automatically import the files that arrive in defined directories.

Files of the following file types can be imported:

  • * .pdf
  • * .png
  • * .jpg, * .jpeg
  • * .tif, * .tiff
  • * .xml

Files that are not in PDF format are automatically converted to PDF files when they are imported.
The format of the .xml files is used for the interface for importing posting data from external systems (e.g. DMS). For more information about this interface, see: Delivery note import into the post calculation

In order to comply with the requirements of the GoBD, the original file is saved in its original format and when it is included in the DATAflor Construction file kept as the first version of the document; the generated PDF file as a second version.

Every imported file or scanned paper document becomes a task in the digital inbox.


Import via drag & drop

Files can be easily added to the digital inbox from other applications using drag & drop using the mouse.

The file import via drag & drop is included in the demo version as well as in the standard scope of the digital inbox and is therefore always available to you.

Files can be added to the digital inbox from the following applications using drag & drop:

  • from the attachment of an email in Outlook
  • from Windows Explorer
  • from the desktop
  1. In Outlook, open the e-mail to which the file you want to import is attached or in Windows Explorer the directory in which the file is located.
  2. Select the file in the attachment to the e-mail, in Windows Explorer or on the desktop with the left mouse button.
  3. Hold the mouse button down (drag) and drag the file into the task overview of the digital inbox and release the mouse button (drop).


Import via file selection

Files can be added to the digital inbox via the Windows file selection dialog.

The file import is included in the demo version as well as in the standard scope of the digital inbox and is therefore always available to you.

In the digital inbox, click on the function in the menu Import.


The Windows file selection dialog opens.

  • Select the file you want to import into your digital inbox.
  • Only files of the supported file types mentioned above are available for selection.
  • Confirm your selection with [To open].

Scan a paper document

To digitize paper documents, you can scan them directly in the digital inbox and send them for further digital processing.

The scan interface is included in the demo version as well as in the standard scope of the digital inbox and is therefore always available to you.

The prerequisite for using the scan interface is the connection of a TWAIN-compatible scanner and the installation of a TWAIN 2-compatible driver on the network workstations at which you want to use the scan function.

In the digital inbox, click on the function in the menu Scan.


The dialogue Scan documents will be opened. After you click in the lower area under Options have made the settings for scanning, place your paper document in the scanner and start the scanning process by clicking Scan.


All scanned pages are displayed in thumbnail view. If you click on a page in the thumbnail view, it will be displayed larger in the preview. The toolbar provides functions for removing blank pages and for aligning the scanned pages. If you are satisfied with the scan result, confirm this with [OK].


The created PDF file will be displayed directly in your digital inbox.


Directory monitoring

You can define one or more directories that the DATAflor Workflow service are monitored. Files that are copied or moved into these directories are automatically added to the digital inbox and made available for further digital processing.

The Directory monitoring is available in the demo version to get to know. A subscription to the product is required for further use.

The directory or directories that the DATAflor You define the workflow service to be monitored in the Settings for the digital inbox.


Import doesn't work

On the wiki page Causes and possible solutions in the event of a failed import attempt lists possible causes that are preventing files from being successfully imported into your digital inbox. In addition, possible solutions are described that you can implement yourself immediately.


Further steps