Field/Group

What is this?

Any Center Except Sales or Financial

1. Open the My Documents tab in the User Center, or the Documents tab in any other center except Sales or Financial.

2. Under the column heading Info, click the Document Information icon in the document row. The Document Information form opens.

If your agency has enabled Doc360 features for third-party vendor imaging, then those documents managed using the third-party vendor are indicated by a unique Document Information icon that you set up. See Doc360 Setup > Doc360 Setup Sections > Third-party Integration Setup for more information.

Doc360 Search

1. Open the Doc360 Search form.

2. Enter document criteria data to narrow your system search.

3. Click the Find button. Document files matching your criteria appear as rows in the Results grid.

4. Click the Document Information icon in the desired document row. The Document Information form opens.

If your agency has enabled Doc360 features for third-party vendor imaging, then those documents managed using the third-party vendor are indicated by a unique Document Information icon that you set up. See Doc360 Setup > Doc360 Setup Sections > Third-party Integration Setup for more information.

Group/Field Name

What is this?

File Name

The name of the document in the system, as entered on either the Document Distribution form, the Attachments form, or the Change Index Information form.

If you have full security access to the document, then this field is also a link. Click the link to launch the file's Associated Application and open the document in view-only mode. (For example, if the document file is a Word document with file extension .doc, when you click the File Name link, the document opens in MS Word® .)

• Although you can make changes to the document in this Associated Application, you can't save your changes back to the system in view-only mode. See Workflow: Work with Doc360 Documents for information about editing a document.

• If your agency has enabled Doc360 features for third-party vendor imaging, then the File Name link opens the document using the third-party application. See Doc360 Setup > Doc360 Setup Sections > Third-party Integration Setup for more information.

Extension

The system suffix attached to the original file. It indicates the document's file type.

Example: For a file saved with the extension .jpg, this field displays JPG. For a file saved with the extension .doc, the field displays DOC.

Received Date

The date, time and time zone that the document was imported into the system.

File Size (Kb)

The size of the document file, in kilobytes.

Storage Location

The file's location in the system, as entered in the Doc360 Setup > System Configuration section.

If your agency has enabled Doc360 features for third-party vendor imaging, then the storage location text defaults to "Document Mgmt Vendor" for those documents managed using the third-party vendor.

Status

Indicates whether the document has been Processed (e.g., whether it has been attached to an Activity, Note, and/or Vendor Invoice), or whether it is Unprocessed.

Unprocessed Documents

Processed Documents

Doc Type

Describes document's type of correspondence in relation to its business application. Doc Type is selected on the Document Distribution form, the Attachments form, or the Change Index Information form.

Example: If the doc type field displays "Invoice", then the document is probably a vendor invoice.

Description

The document description, as entered on either the Document Distribution form, the Attachments form, or the Change Index Information form.

Reference #

The unique system-assigned reference number.

The key to the number's prefix sequence is: [2-digit year]+[2-digit month]+[2-digit day].The number's suffix is system sequential for the day.

Example: You attach a file to an Activity on April 3rd, 2006. It is the fifteenth file to be processed in the agency system that day. The system assigns this reference number to the document: 060403-15.

Index 1

Index 2

Index word or number, based on your agency-defined indexing method. Index information is entered on either the Document Distribution form, the Attachments form, or the Change Index Information form.

Security Class

The security classification of a document determines its accessibility to agency employees.

This classification is selected in either the Document Distribution form, the Attachments form, or the Change Index Information form.

Change Index Information

If your security rights in Security Group Setup grant you Full Access to the document, then this field displays as a link to the Change Index Information data entry form.

Change Index Information allows you to add or modify document information.

Document Attributes

Indicates whether the file had been Compressed and/or Encrypted when saved to the system. If an attribute applies to this file, a checkmark appears in the box.

The system applies these attributes to document files based on the selections you made in the Doc360 Setup > System Configuration section.

Document Attachments

Indicates whether the document is attached to an Activity, Note, Vendor Invoice , and/or as an eForm Attachment . If one or more of these options applies to the file, a checkmark appears in the box.

Distribution Comments

Document description, as entered in the Comments field of the Document Distribution form, the Attachments form, or the Distribution Comments of the Change Index Information form.

Document is Currently Checked Out

Group displays only if document is checked out of the system for editing.