Document Control Log

• 06/10/2025
• 9 minutter at læse

The logging functionality of the Secure Archive automatically records every step in the processing of documents that have been imported into – and processed by – Continia Document Capture and Continia Expense Management. When these documents are posted, a message is displayed on the General FastTab of the document card, under Document Log, indicating the number of log entries. If any changes have been made to a document at some point after it has been approved and/or posted, a warning message is displayed to indicate that someone modified the document and/or its attachments.

You can view the status of a posted document by opening its document card and checking the Document Log message and the Document Log Summary page. In many cases, it may be preferable to run a batch check of all relevant documents to get a quick overview of what documents require your attention. When you use the Document Control Log to run a batch check:

• It performs a hash check to find out if the documents have been modified after posting.
• It checks if any attachments have been modified between approval and posting.
• It validates if any drag-and-drop attachments have been deleted after posting.

It then includes all documents that meet the defined filter criteria in a color-coded list, where documents that have failed one or more of the checks are written in red. This makes it easier and more likely for you to identify documents that have been handled incorrectly – and to take action to resolve any issues. By using the Document Control Log, you don't have to manually navigate to each individual posted document and its Document Log Summary page to reactively find out about any potential issues. Instead, you can call up a list whenever it suits you.

The list of documents displayed on the Document Control Log page includes a number of columns with relevant document details, as well as a number of columns relating to the document checks:

To perform a batch check

To perform a batch check and define a filter for which documents to check:

1. Search () for and select Document Control Log.
2. To carry out a batch check, click Perform Document Checks on the action bar. This opens the Edit - Create Control Log Entries page.
3. To narrow down the number of documents you want to perform the check for, you can apply a filter. Under Show results, the following fields are displayed as a default filter combination:
   • Posting Date
   • Vendor Posting Group
   To filter on different fields, select each field to open a dropdown menu with all available fields and select the field(s) you want to filter on.
4. To add a filter field, click Add Filter and select a filter from the list.
5. To the right of each selected field, under Enter a value, enter the value you want to use as a filter.

   Tip

   For example, for the Posting Date field, you could enter 0101..T to display documents that were posted between January 1 of the current year and today's date.

6. Optional: Performing the check may take a long time if you have many documents. To schedule the process for later to avoid interruptions in your workflow, click Schedule to open the Edit - Schedule a Report page, then pick an appropriate time. Click OK to close the page.
7. Click OK to perform the check and return to the Document Control Log page.

The check is carried out and a list of documents is generated. If you selected Schedule in step 6 above, the check is performed at the selected time.

To find more information about list entries

You can find additional information for each of the entries in the list on the Document Control Log page. To do this:

1. Follow the guide above under To perform a batch check to generate a list of documents.
2. To view the history of a listed document in terms of when it has been checked using the Perform Document Checks action:
   1. Select the document whose check history you want to view.
   2. On the action bar, click Control Log Entries to open the View - Document Control Log Entries page.
   3. Click Close when you're done to close the page and return to the Document Control Log page.
3. To view all other entries relating to a document in the list:
   1. Select the document whose related entries you want to view.
   2. On the action bar, click Find Entries to open the Edit - Navigate page.
   3. Select the entries that you want to view, and navigate back to the Document Control Log page when you're done.
4. To open the Document Log Summary page that you'd otherwise access from the document card of the posted document:
   1. Select the document whose Document Log Summary you want to view.
   2. On the action bar, click Document Log Summary.
   3. When you're done, click Close to return to the Document Control Log page.

To filter the list and reconcile failed documents

Using the Reconcile action, you can acknowledge that you've been informed about a failed check and that you've looked into it. When you reconcile a failed document, it's excluded from any future checks and is longer marked as failed (i.e.: formatted in red). If necessary, you can easily unreconcile a reconciled document using the same action.

It's also possible to filter the list to display only failed documents formatted in red or toggle back to displaying all documents.

To reconcile or unreconcile documents and/or filter the list to display only failed documents:

1. Follow the guide above under To perform a batch check to generate a list of documents.
2. In the list of documents, select the one you want to reconcile/unreconcile.
3. On the action bar, click Reconcile.
4. To display only failed documents formatted in red, click Show Failed Lines on the action bar. To display all documents, click it again.