Functions

This chapter describes the functions you can perform using Aptean ECM Connect x Continia Expense Management. It is divided into the following sections:

• Automatic Archiving Upon Posting
• Batch Archiving Posted Documents
• Manually Setting Archiving Status

Automatic Archiving Upon Posting

This is the core function of the extension. When Archive expense attachments is activated, the following process runs fully automatically without user intervention:

Posting a Single Document

When a single document is posted in Continia Expense Management, the extension immediately captures all corresponding attachments and makes them available for export to the connected document management system via the Aptean ECM Connect File Box export entries.

Posting an Invoice

When an invoice is posted, the extension archives the attachments of all documents belonging to that invoice.

Archiving Status

When all attachments of a document have been successfully marked for export to the document management system, the document is marked as Archived. This prevents the same attachments from being added to the queue again.

Batch Archiving Posted Documents

If documents were posted before the Archive expense attachments setting was activated, or if archiving failed for another reason, you can use the batch archiving action to process all pending expenses at once. To do so, proceed as follows:

• Use the quick search (ALT+Q) to find the ECM Connect 365 Setup page.
• Click Batch archiving expenses in the menu bar.
• The process identifies all posted documents that have not yet been archived and prepares their attachments for export to the document management system.
• A notification is displayed if no documents for archiving exist.

You have successfully carried out batch archiving of posted documents.

Manually Setting Archiving Status

In exceptional situations, e.g., when migrating historical data or correcting the archiving status after a system error, you can manually set or clear the Archived indicator for one or more documents. The Batch Set Expense Archived report is used for this purpose. Proceed as follows to run the report and manually set the archiving status:

• Use the quick search (ALT+Q) to find the ECM Connect 365 Setup page.
• Click Batch archiving expenses > Batch Set Expense Archived in the menu bar.
• Select the desired status of the Set archived to toggle switch based on the following table:

• On the following page, set filters to select the desired output, e.g., filtering by Entry No. or Expense Report No..
• Click OK to save the changes.

You have successfully set the archiving status manually.