Configuring Comment Types and Importance

  • 07/10/2022
  • 7 minutes to read

The Continia Document Capture document journal features a comments section, which displays various comments relating to the document you've selected. There are three different comment types:


Comment typeDescription
InformationTypically used to inform you that a certain process has been completed without your involvement. Examples:
  • “Due date has been calculated based on document date”
  • “Automatically Matched”
WarningInforms you that something in the document may require manual handling or adjustment. Documents with comments of this type will be excluded from the batch registration process. Examples:
  • “WARNING: Payment Terms (CM) not correct.”
  • "Order No. = '[order number]' exists but with a different currency."
ErrorIndicates that something is preventing the system from registering the document. Errors are displayed in bold red in the comments section. Examples:
  • "Amounts do not match."
  • "Vendor Invoice No. [invoice number] already exists (on Vendor Ledger Entry, Entry No. = [entry number])."

Configurable comments

Many of the comments displayed in the document journal are configurable, meaning that they can be edited in the following two ways:

  • You can change the comment type.
  • For error comments, you can specify if documents with this error should be automatically assigned to a user that can resolve the underlying issue.

If a comment is configurable, the word Yes will be displayed in the Configurable column for that comment – if not, No is displayed instead.

Comment configuration changes can be applied to:

  1. A specific vendor template. You do this from the Document Category card (or directly from the document journal) by following the guide below.
  2. All templates in the current company. You do this in the Message Center Setup by following this guide.

Note

If you make changes to specific individual templates using option 1, these changes will overwrite any comment changes that you may have applied to all company templates using option 2.

To configure comments for specific templates

To configure comments for a specific vendor template, follow these steps:

  1. Choose the Search icon, enter Document Categories, and then choose the related link.

  2. Select the relevant document category – for example, PURCHASE – and then select Edit in the action bar to open the Document Category card.

  3. On the Templates FastTab, in the list of templates, select the relevant template, and then select Manage > Edit to open the template card.

  4. In the action bar, select Related > Template > Message Center Setup to open the Edit - Message Center Setup page for the selected template.

  5. Configure the comments as needed by editing one or more of the following fields for each relevant comment:


    FieldDescription
    User Defined comment typeEnables you to change the comment type. It's generally possible to escalate the severity of a comment – for example, to change from Warning to Error – whereas de-escalating from Error to Warning typically isn't an option.
    Assign on ErrorIndicates that whenever the currently selected comment appears in a document, the document is automatically assigned to a specified user for further action in order to resolve the issue. The field is only selectable for Error comments.
    Assign to User IDEnables you to specify the ID of the user to whom you want documents with the selected comment to be assigned. The field is only editable if Assign On Error has been selected.

    Note

    Whenever you configure a comment, the text of the entire comment line in the setup is made bold to highlight the change, and the Template No. column displays the number of the template that's affected by the change. Note that the Template No. field itself isn't editable – it's merely for display purposes.

  6. Select Close when you're done.

To configure comments for all templates in a company

To configure comments for all templates in the current company, follow these steps:

  1. Choose the Search icon, enter Message Center Setup, and then choose the related link.

  2. In the action bar, select Edit List.

  3. In the list of comments, locate or select the comment that you want to configure, and then configure it as needed by editing one of the following fields:


    FieldDescription
    User Defined comment typeEnables you to change the comment type. It's generally possible to escalate the severity of a comment – for example, to change from Warning to Error – whereas de-escalating from Error to Warning typically isn't an option.
    Assign on ErrorIndicates that whenever the currently selected comment appears in a document, the document is automatically assigned to a specified user for further action in order to resolve the issue. The field is only selectable for Error comments.
    Assign to User IDEnables you to specify the ID of the user to whom you want documents with the selected comment to be assigned. The field is only editable if Assign On Error has been selected.

  4. Repeat step 3 for any additional comments you want to configure.

Tip

You can also configure comments for all templates by accessing the general Message Center Setup from the template-specific one: In the comments section of the document journal, locate a configurable comment, select Yes to open the Edit - Message Center Setup page, and then select Show Default Setup in the action bar to open the general setup page. Any changes you make here will then be applied to all templates in the current company.