Discover How to Configure an Archive Option for Documents Sent via Spindle Document Management
Spindle Document Management for Sage 200 has a variety of tools covering the full documentation process from start to finish.
From adding logos and branding, to emailing out statements with copy invoices, the Sage 200 add-on helps you to save time, store documents securely and serve your customers better.
In this Tip of the Week, we show you step-by-step how to configure an archive option for a document sent out via Spindle Document Management.
Additionally, you can watch the short video here to better your understanding.
Configuring Spindle Archiving for a Document
To configure an archive option for a document sent via Spindle, start by logging into Spindle Document Distribution Tools.
You can search for this in the start menu and select the application. Type in your login details and select ‘Logon’.
From here you will need to configure the settings for how and where the document will be archived. To do this, select ‘Archive Manager’, right click in the Archive List, and select ‘New Archive’.
There are different archive types available depending on where you wish the documents to be stored. Each have their own unique requirements.
Select the archive type, for example ‘PDF File Archive’. This option allows you to specify a network location.
Within the file type:
- Specify an Archive name, for example: Invoices – Accounts Share.
- Specify the path where the files will be stored. You can add relevant Spindle hash (#) for example: ‘##COMPANY##’.
- Enter an Archive filename for the archive file to use. You can use the hash (#) commands in the filename. to ensure each file is unique.
If needed, you can specify additional PDF Settings.
You can choose the Image Compression settings and the Default Security settings, in order to control if changes or content extraction from the files are allowed.
Additionally, in the ‘Advanced’ tab, you have the options to:
- Remove the hash (#) commands from the PDF.
- Draw any stationary backdrops (you may deselect this for internal archives to reduce their PDF file size.).
- Overwrite an existing file with the same name. If this is not selected and this document is archived multiple times, a number will be added to the end of the filename.
Once you have created the archive, click ‘Apply’.
Applying the Archive to a Document
The archive will need to be applied to a document automation. To do this, select ‘Document Automation’ from the menu on the left of your screen.
Within the Document Automation List, find and click on the required document. This will display any operations currently set up.
To create a separate operation specifically for this archive, right click on the document > select ‘New Operation’> type in a name for the operation.
Here you have all of the normal operation settings available which you can now edit.
To enable the archive, click the ‘Distribution tab’ and click ‘Enable archiving module’.
An Archive Settings option will now be available below the operations in the menu.
Select this, and within the ‘Select destination archive’ dropdown, select the configured archive. This archive list is filtered based on the archive type that is available.
Once you have selected a destination archive, click ‘Apply’.
With the archive now applied to the document, if you send a document configured for this document automation to Spindle, it will archive the document.
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