Capturing Documents
Documents to be captured must be placed in a folder of the assigned type and indexed. Additional requirements may results due to object type relations. As a result, you may be required to place documents of a specific type in registers of a specific type. Similarly, the number of documents that can be created in one location may be limited.
You can add documents to a folder.
You can add documents to the filing tray. The filing tray is part of your private workspace. It will not be searched during document searches. You can add documents to your filing tray without indexing them. However, you can only move them from the filing tray to the archive after they have been indexed.
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.
Document Types and Index Data
Documents you want to capture and index must be assigned a document type which defines the index data form to be completed and the module to be used. In the case of module-spanning document types, you select a module after indexing.
For each document type, you can set whether the most recent index data is cached and automatically added to a new index data form, and whether documents of that type should be approved for archiving.
You can configure these settings in the Options window. The window can be opened by selecting Options from the context menu of the document type in the object search.
You can also define that a read-only version is opened when you double-click on Windows document types. If you want to send the documents to external recipients, you can configure the settings so that the index data is used as the file name.
You assign documents the 'approved for archiving' or 'not approved for archiving' property. To do so, you will need the appropriate system role. The administrator will then archive them.
The Free text input when saving the document option allows you to enter a short text that is shown in the editing history before the document is saved.
After having indexed the document, you can create the document with the associated module.

Documents which do not contain any pages consist only of index data (see 'Documents without Pages').
E-mails can be copied from the inbox into a folder or a register (see 'E-Mails').
You can transfer documents directly to enaio® from Windows programs using the features provided by an add-in.
XML documents will be created via a data import.
Container documents allow you to group any number and any kind of files from the file system into a container (see 'Container Module').

You can drag and drop the available files in the archive. Then specify the document type and index the file with the type-specific index data form. If a file cannot be imported due to its file format, you will be notified of this.

Images can be copied using the Ctrl+V command directly from the clipboard to a folder, register, or filing tray, where they can then be created as a new document. Similar to drag and drop, you select a suitable object type from a selection dialog, depending on the image format, when inserting images. Inserting images directly from the clipboard makes it easier to work with screen photos or allows you to copy images straight from scan dialogs or graphics applications and add them as a document in enaio®.

If you drag a document link from the Internet browser to a file window, the location will be imported. JPEG files shown in the browser can be dragged directly into a folder window.

To import existing documents, the administrator can activate the option that checks whether these documents already exist in the system (W-Documents are compared with the active variants in variant administration). This comparison prevents documents from being accidentally imported more than once.
The use of hash values make the comparison check highly reliable. Nevertheless, there may be cases where two documents with the same hash value are not identical. You therefore have the possibility to start a bit check.
To show a list of identical documents, a portfolio (see 'Portfolios') containing these documents can be compiled.
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.