Creating Documents
Documents must be created and indexed in a folder or in a register in enaio®. The administrator specifies whether and what type of documents can be created at a location. Similarly, the number of documents that can be created at one location may be limited.
When creating documents, you must first assign a document type to the document. The document type defines the index data form to be completed and the module to be used. Modules define which file formats are permitted for the document. When creating module-spanning documents, you first need to assign a module to the document manually.
A file is generally assigned to documents. Several files may be allowed in the case of image documents.
Documents can also be created as documents without pages. You then do not assign any file to the document. The administrator defines whether you can assign files to a document. You can identify documents without pages in object lists (e.g., in hit lists or at a filing location) by the Document without pages icon shown in the Archiving status column.

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Open a filing location and click or tap on the
Create icon in the content area.
Alternatively, you can also use the
New function in the context menu. To open the context menu:
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right-click or press and hold in the empty area in the content area.
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select a folder or register in the navigation area of the filing location and then right-click or press and hold the entry.
The following applies if you are using enaio® mobile on a smartphone:
On smartphones, the navigation and content areas are not placed next to each other due to space constraints. You can switch to the navigation area by tapping the
Register tree icon in the title bar of the filing location. Tap the
Arrow icon to return to the content area.
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tap on the
More actions menu in the title bar of the filing location in enaio® mobile.
The selection menu containing the available register and document types opens.
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First select the cabinet and then the desired object type from the submenu that appears.
For module-spanning document types, you must assign a module to the document in a further selection menu.
The following applies if you are using enaio® mobile on a smartphone:
The selection menu for object types is structured differently on smartphones due to the limited space available on their screens. Once you have selected a cabinet in the selection menu, a list of available object types will open at the bottom of your screen.
The Creation dialog with an index data form and an Add content area with a
Plus icon will open in the workspace.
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Complete the index data form in the Creation dialog.
Documents without pages can be saved after the index data form has been completed.
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Add a document to the Add content area. You can choose from the following options:
The following applies if you are using enaio® mobile on a smartphone:
On smartphones, open the Add content area by tapping the
Plus icon in the title bar of the Creation dialog.
Adding files from the local file system
Click or tap in the area with the
Plus icon in the Add content area. Select a file from the local file system in the selection dialog that opens and upload it to the enaio® filing system.
Adding documents from the external tray
You can also add documents from the external tray to the Add content area in the desktop application of enaio® webclient and in enaio® mobile if you previously stored these documents in the external tray. If the external tray contains documents, you can access them by clicking or tapping on the From external tray tab in the Add content area and selecting the document you need from the list of documents.
The From external tray tab is only shown if the external tray contains documents.
You can find information on how to file documents in the external tray in Transferring Documents to the External Tray.
Adding files from the local file system via drag-and-drop
You can easily add documents from the local file system to the Add content area in enaio® webclient and in the desktop application of enaio® webclient via drag-and-drop.
Adding e-mails from Microsoft Outlook via drag-and-drop
You can add e-mails from Microsoft Outlook to the Add content area in enaio® webclient and in enaio® webclient as desktop application via drag-and-drop if you have installed the Outlook Add-In for Drag & Drop.
The add-in can be installed by your administrator and is described in the Outlook Add-In for Drag & Drop MSI package
.
Uploading photos and videos from a camera
In the case of object types that allow images, you can access the camera or local file system in enaio® mobile by:
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tapping on the
Camera or
Folder icon in the Add content area if the device you are using runs on the Android operating system.
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tapping on the Add content area if you are using an iOS device.
Adding files directly from a smartphone or tablet app
You can upload documents directly from your smartphone or tablet app to the Add content area in enaio® mobile. To do this, switch from the Creation dialog to an app on your device. Create or select a document. Use the app’s “Share”/“Send-to” feature and select enaio® mobile as the target app.
The document is uploaded and displayed as a thumbnail preview in the Add content area.
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Click or tap on the
Save icon.
The document is created and displayed in the content area of the filing location.

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Use a search to generate a hit list of folders or registers.
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Select the folder or register in the hit list where you want to create the document and right-click or press and hold on the entry until the context menu appears.
The context menu can also be opened on smartphones by clicking the
More actions icon found on each line.
The context menu now opens.
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Click or tap on the
New icon in the context menu.
The selection menu containing the available register and document types opens.
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First choose the cabinet in the selection menu and then the desired object type from the submenu that appears.
For module-spanning document types, you must assign a module to the document in a further selection menu.
The following applies if you are using enaio® mobile on a smartphone:
The selection menu for object types is structured differently on smartphones due to the limited space available on their screens. Once you have selected a cabinet in the selection menu, a list of available object types will open at the bottom of your screen.
The Creation dialog with an index data form and an Add content area with a
Plus icon will open in the workspace.
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Complete the index data form in the Creation dialog.
Documents without pages can be saved after the index data form has been completed.
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Add a document to the Add content area. You can choose from the following options:
The following applies if you are using enaio® mobile on a smartphone:
On smartphones, open the Add content area by tapping the
Plus icon in the title bar of the Creation dialog.
Adding files from the local file system
Click or tap in the area with the
Plus icon in the Add content area. Select a file from the local file system in the selection dialog that opens and upload it to the enaio® filing system.
Adding documents from the external tray
You can also add documents from the external tray to the Add content area in the desktop application of enaio® webclient and in enaio® mobile if you previously stored these documents in the external tray. If the external tray contains documents, you can access them by clicking or tapping on the From external tray tab in the Add content area and selecting the document you need from the list of documents.
The From external tray tab is only shown if the external tray contains documents.
You can find information on how to file documents in the external tray in Transferring Documents to the External Tray.
Adding files from the local file system via drag-and-drop
You can easily add documents from the local file system to the Add content area in enaio® webclient and in the desktop application of enaio® webclient via drag-and-drop.
Adding e-mails from Microsoft Outlook via drag-and-drop
You can add e-mails from Microsoft Outlook to the Add content area in enaio® webclient and in enaio® webclient as desktop application via drag-and-drop if you have installed the Outlook Add-In for Drag & Drop.
The add-in can be installed by your administrator and is described in the Outlook Add-In for Drag & Drop MSI package
.
Uploading photos and videos from a camera
In the case of object types that allow images, you can access the camera or local file system in enaio® mobile by:
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tapping on the
Camera or
Folder icon in the Add content area if the device you are using runs on the Android operating system.
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tapping on the Add content area if you are using an iOS device.
Adding files directly from a smartphone or tablet app
You can upload documents directly from your smartphone or tablet app to the Add content area in enaio® mobile. To do this, switch from the Creation dialog to an app on your device. Create or select a document. Use the app’s “Share”/“Send-to” feature and select enaio® mobile as the target app.
The document is uploaded and displayed as a thumbnail preview in the Add content area.
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Click or tap on the
Save icon.
The new document is created at the selected location.
The hit list opens again.

enaio® webclient as desktop application, Microsoft Office (Word, Excel, or PowerPoint), and the enaio® Office Add-In NG must be installed.
enaio® Office Add-In NG only works together with enaio® webclient as desktop application. If both enaio® webclient as desktop application and enaio® client are installed, the enaio® Office Add-In NG will only work with enaio® client.
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Create a document using the appropriate Microsoft Office application (Word, Excel, or PowerPoint) on your local computer.
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Go to the Start ribbon tab and click File as new document in the enaio® group.
The File types drop-down menu containing the options to save the newly created document in the original file format or as a PDF will open in enaio®.
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Choose one of the two options.
The New element in external tray menu will open offering a number of filing location options.
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You specify the filing location in the New element in external tray menu. The following options are available:
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Use an already open location
If you select this option, a list of the locations or tabs currently open in the web client is displayed. Apply the desired filing location by clicking on the entry in the list.
If you untick the checkbox and select a filing location from the list, a new tab will open in the web client.
The folder view of the selected location is opened.
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Later
Click the Later button if you want to select the new filing location at a later time.
The document is saved and transferred to the external tray in the desktop application of enaio® webclient.
You can find information on how to file a document in the external tray in Filing Documents from the External Tray.
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After you have specified the new filing location, you will have to assign a name shown for the document to be filed, select the object type and the main type from a list of proposals, and enter the index data in the form in several steps using the menu.
The newly created document is stored in enaio®.

The steps below describe how to store photos, videos, and files in enaio® using the “Send to”/“Share” function on Android and iOS devices.

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Take a photo or make a video using the camera app on your smartphone or tablet.
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Use the “Send to”/“Share” function of your camera app and select enaio® mobile as the target app.
If you have not started enaio® mobile yet, then begin by doing the following.
The enaio® mobile login screen opens.
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Sign in on enaio® mobile.
The Assign display name dialog appears.
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Enter the display name and tap on the Confirm button.
The photo or video is transferred to the external tray in enaio® mobile.
You can now store the photo or video in the enaio® filing system at a later time if, for example, you are currently working in offline mode. You can find information on how to file a document from the external tray in the enaio® filing system in Filing Documents from the External Tray.
If you have already started enaio® mobile, then begin by doing the following.
The New element in external tray dialog is shown.
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The dialog now offers you the following options:
Store in external tray
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If you click the Store in external tray button, the photo or video will be transferred to the external tray.
The Assign display name dialog appears.
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Enter the display name and tap on the Confirm button.
The photo or video is transferred to the external tray in enaio® mobile.
You can now store the photo or video in the enaio® filing system at a later time if, for example, you are currently working in offline mode. You can find information on how to file a document from the external tray in the enaio® filing system in Filing Documents from the External Tray.
File in open location
The File in open location button is only displayed if you have already selected a filing location in enaio® mobile.
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If you click the File in open location button, the Select type for element from external tray dialog is displayed.
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Select the desired object type in the dialog.
Make sure that the object type also supports photos or videos being stored in the open filing location.
If you want to abort the filing process, tap on the Cancel button. The photo or video is then transferred to the external tray where it can be filed or deleted at a later time.
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Complete the index data form.
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Tap on the
Save icon.
The photo or video is filed and displayed in the content area of the filing location.
Check in edited document
This button is only displayed if documents are checked out in enaio® mobile.
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If you click the Check in edited document button, the Check in storage object dialog will be displayed with a list of all documents that have been checked out.
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Select the document you want to check in in the dialog.
Make sure that the object type also supports photos or videos being stored in the open filing location.
If you want to abort the filing process, tap on the Cancel button. The photo or video is then transferred to the external tray where it can be filed or deleted at a later time.
The photo or video is filed and displayed in the content area of the filing location instead of the checked-out document.
The checked-out document is checked in, and the document lock for other users is removed.
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You can also file photos and videos from your camera app when you are creating new documents in enaio® mobile. This procedure is described in Creating documents at a filing location and in Creating documents from a hit list.
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Open an app on your smartphone or tablet and select the file you want to store in the enaio® filing system.
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Use your camera app’s “Share”/“Send to” function and select enaio® mobile as the target app.
If you have not started enaio® mobile yet, then begin by doing the following.
The enaio® mobile login screen opens.
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Sign in on enaio® mobile.
The Assign display name dialog appears.
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Enter the display name and tap on the Confirm button.
The file is transferred to the external tray in enaio® mobile.
You can now store the file in the enaio® filing system at a later time if, for example, you are currently working in offline mode. You can find information on how to file a document from the external tray in the enaio® filing system in Filing Documents from the External Tray.
If you have already started enaio® mobile, then begin by doing the following.
The New element in external tray dialog is shown.
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The dialog now offers you the following options:
Store in external tray
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If you click the Store in external tray button, the file will be transferred to the external tray.
The Assign display name dialog appears.
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Enter the display name and tap on the Confirm button.
The file is transferred to the external tray in enaio® mobile.
You can now store the file in the enaio® filing system at a later time if, for example, you are currently working in offline mode. You can find information on how to file a document from the external tray in the enaio® filing system in Filing Documents from the External Tray.
File in open location
The File in open location button is only displayed if you have already selected a filing location in enaio® mobile.
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If you click the File in open location button, the Select type for element from external tray dialog is displayed.
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Select the desired object type in the dialog.
Make sure that the object type also supports the file format being stored in the open filing location.
If you want to abort the filing process, tap on the Cancel button. The file is then transferred to the external tray where it can be filed or deleted at a later time.
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Complete the index data form.
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Tap on the
Save icon.
The file is stored and displayed in the content area of the filing location.
Check in edited document
This button is only displayed if documents are checked out in enaio® mobile.
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If you click the Check in edited document button, the Check in storage object dialog will be displayed with a list of all documents that have been checked out.
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Select the document you want to check in in the dialog.
Make sure that the object type also supports the file format being stored in the open filing location.
If you want to abort the filing process, tap on the Cancel button. The file is then transferred to the external tray where it can be filed or deleted at a later time.
The file is stored and displayed in the content area of the filing location instead of the checked-out document.
The checked-out document is checked in, and the document lock for other users is removed.
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You can also store files from your apps when you are creating new documents in enaio® mobile. This procedure is described in Creating documents at a filing location and in Creating documents from a hit list.
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Please note that enaio® currently only supports files up to a size of 4GB and file extensions of no more than 10 characters. Longer file extensions are truncated automatically.