Accessing the Document Archive

  • 24/08/2021
  • 4 minutes to read

The document archive allows you to access all previously imported and processed documents anytime you want, as it automatically stores all documents that are registered in the document journal.

The full archive can be accessed in a number of ways, either in Microsoft Dynamics 365 Business Central or using the Continia Web Approval Portal. The most common access methods are described below, along with a number of alternative ways to locate and open archived files individually.

To access the archive in Business Central

To access the document archive in Business Central, follow these steps:

  1. Choose the Search icon, enter Document Categories, and then choose the related link.
  2. Select the code of the relevant document category – for example, PURCHASE – to open the document journal.
  3. In the upper-right corner, above the action bar, go to Status Filter and select the box to display the filter options. Then select Registered.

The document list will now be filtered to display all registered (i.e. archived) documents.

To access the archive in the Web Approval Portal

To access the document archive using the Web Approval Portal, follow these steps:

  1. Open the Web Approval Portal.
  2. On the menu bar at the top, select Purchase > Archive to open the document archive.
  3. To search the document archive, enter your search criteria in the provided fields, and select Search in the upper-left corner.

This will list all archived documents that meet your criteria.

To open archived documents from general ledger entries

To open an archived document from a general ledger entry, follow these steps:

  1. Choose the Search icon, enter General Ledger Entries, and then choose the related link.
  2. On the General Ledger Entries page, in the list of entries, select the entry for which you want to view the original PDF.

    Note

    Note that you can only select entries for registered purchase documents that have been processed in Document Capture. Otherwise, the PDF File option mentioned in step 3 below will not be visible.

  3. In the action bar, select Entry > PDF File to open the original PDF.

To open archived documents from vendor ledger entries

To open an archived document from a vendor ledger entry, follow these steps:

  1. Choose the Search icon, enter Vendor Ledger Entries, and then choose the related link.
  2. On the Vendor Ledger Entries page, in the list of entries, select the entry for which you want to view the original PDF.

    Note

    Note that you can only select entries for registered purchase documents that have been processed in Document Capture. Otherwise, the PDF File option mentioned in step 3 below will not be visible.

  3. In the action bar, select Line > PDF File to open the original PDF.

See also

Basic Concepts in Document Capture