Help

Importing documents from a network drive

ReFIS Flow - software for digitising and approving documents

With the import of documents from a network drive ReFIS takes over documents saved there, for example, by a network scanner or another system - either as new unprocessed documents, or as attachments to the document you are just adding.

Unprocessed documents from a drive or from another system

ReFIS regularly takes over files from a network or local drive, a shared folder, over SFTP, WebDAV and the like, and creates a document from each file in the Unprocessed documents module. In the same way it takes over documents from other systems it is connected to, for example via an API - orders, goods receipts and invoices from dealer and other systems.

You then process such a document the same way as a document that came by e-mail.

Attachments to a new document by its number

If the scanner saves files with the document number in the name, for example Scan-2024001.pdf, ReFIS finds and attaches them by itself when you add the document:

  1. Add the document and fill in “Registration number” or “Ext. acc. number”.
  2. Below the form ReFIS shows the files from the network drive that belong to the number, with the text “Read for registration number: …” or “Read for ext. accounting number: …”.
  3. Save the document. ReFIS attaches the files it found; the files stay on the network drive.

The “Registration number” field is in the form if the company has “Keep a registry log (line number)” switched on in the menu Other → Settings → Document settings, the “Ext. acc. number” field if “Show external accounting number” is switched on.

Settings

The setting of where ReFIS looks for document attachments.

You set where to look for the files in the menu Other → Import and export → Import attachments from a network drive:

  • “Path” - the folder on the network drive. It can contain {?Year} and {?Month} - the year and month of the document's receipt date, for example \\server\scan\{?Year}\{?Month}.
  • “Name” - the beginning of the file name. It can contain {?EvidNum} (registration number), {?ExternalNumber} (external accounting number), {?Year} and {?Month}, for example Scan-{?ExternalNumber}. All files whose name begins this way are attached.
  • “Sub-directories” - whether ReFIS also searches subfolders.