Moving Documents

Use

When organizing your folders, documents can be moved between folders, several documents can be combined to create a single document, or one document can be appended to another. Under certain circumstances, documents need to be available in several folders at the same time. If a document is accessed only rarely, the document should be archived to save storage space.

If you want to move a document, keep the following points in mind:

  • Documents from shared folders cannot be moved to the inbox, the outbox or a private folder.

  • You can only move documents from the inbox if they have been viewed first. If the document is marked with the attribute ToDo or Reply required, it can only be moved after completion of processing or after a reply has been sent.

  • If a document from a private folder is moved to a shared folder, the transmission information, including the original author and recipients, is lost.

Features

  • When you move a document, the document is transferred from one folder to another. The document no longer exists in the original folder.

  • You can also move a link to the document, so that the same document is available in more than one folder. Any changes that are made to the document can then be seen in all the folders.

  • You can move the copy of a document so that an identical document is created in the target folder. The original document and the copy can be edited separately. When the Copy function is used, the attributes are copied, and any existing transmission information is lost. You can also append the copy to another document as an attachment.

    You can move the document to the resubmission folder. In this case, the document is placed in your inbox again on a date (or dates) specified by you.

  • You can move the document to your PC.

    More storage space can be made available in the database if you move documents to an archive. Users can access archived documents in their folder as normal.

Procedure

Proceed as described in Moving Documents. Further information on the use of the resubmit function can be found in the section on Resubmissions. Archiving can only be executed centrally by an administrator.