Setting up the Secure Archive
The Secure Archive is available for both Continia Document Capture and Continia Expense Management and must be set up separately for each of these solutions, depending on whether you want to use it for both, either, or neither of them. The setup procedures are very similar and are both described below.
Secure Archive for Document Capture
To set up the Secure Archive for Document Capture, follow these steps:
- Choose the
icon, enter Document Capture Setup, and then choose the related link. - On the Secure Archive and Logging FastTab, select the Enable Secure Archive toggle to enable the Secure Archive. This will also automatically enable Document Activity Logging, and a number of new fields will be displayed.
Tip
In case you only want to enable logging as an independent feature, simply select the Document Activity Logging toggle and leave Enable Secure Archive disabled. You can always enable the Secure Archive at a later point if you change your mind.
- Under Archive Period Type, specify if you want the archive period to be based on calendar years or fiscal years. The default is calendar years.
- Under Minimum Archive Period, specify the minimum number of years Document Capture should archive your documents. For some countries, a default number is displayed here, based on local or national legislation, but you're free to change this as you please.
Note
The minimum archive period will be the entered number plus the current year, meaning that the current calendar/fiscal year is not included in the entered period. So if you've selected Calendar Years in step 3, enable the Secure Archive on July 1, and then enter 3 under Minimum Archive Period, the archive period will run for 3.5 years.
All Document Capture documents used for bookkeeping will now be automatically stored in the Secure Archive, and all document activity will be systematically logged.
Secure Archive for Expense Management
To set up the Secure Archive for Expense Management, follow these steps:
- Choose the icon, enter Expense Management Setup, and then choose the related link.
- On the Secure Archive and Logging FastTab, select the Enable Secure Archive toggle to enable the Secure Archive. This will also automatically enable Document Activity Logging, and a number of new fields will be displayed.
Tip
In case you only want to enable logging as an independent feature, simply select the Document Activity Logging toggle and leave Enable Secure Archive disabled. You can always enable the Secure Archive at a later point if you change your mind.
- Under Archive Period Type, specify if you want the archive period to be based on calendar years or fiscal years. The default is calendar years.
- Under Minimum Archive Period, specify the minimum number of years Expense Management should archive your documents. For some countries, a default number is displayed here, based on local or national legislation, but you're free to change this as you please.
Note
The minimum archive period will be the entered number plus the current year, meaning that the current calendar/fiscal year is not included in the entered period. So if you've selected Calendar Years in step 3, enable the Secure Archive on July 1, and then enter 3 under Minimum Archive Period, the archive period will run for 3.5 years.
- If you want documents to be digitally signed when they're imported, make sure that Sign Documents is enabled (which is the default state).
All Expense Management documents used for bookkeeping will now be automatically stored in the Secure Archive (and signed upon import, if this is enabled), and all document activity will be systematically logged.