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The Document list view

This view displays individual documents or batches that are available for processing.

To access this view: Log in to Kofax AP Essentials Office.

This view displays individual documents or batches that are available for processing. You can use the navigation menu on the left to filter the documents according to various production states and perform other actions, such as uploading documents. The document list contains details such as the file name, track ID, status and other document information. You can use the boxes at the top of each column to filter the results using "begins with" style searching. Similarly, you can use the search box at the top of the page to search all of the columns simultaneously (excluding the Received, Gross Amount and Total Amount columns).

When searching date columns in this view, you must type the entire date in the filter box in YYYYMMDD format.

Searching by time is optional, but also requires the entire date and the time. When searching times, AM/PM is optional, however, if you do not specify it, AM is assumed.

The settings displayed can vary, depending on:

  • your role.

  • your privileges.

  • how many buyers your organization has.

  • which document process you use. For example, the view can display AP documents, AR documents or both, depending on your roll and which document processes are in use.

Use this view to manage documents you want to process.

Toggles the navigation menu.
All customer accounts

This setting is only visible for partner users and customer group users.

Use this setting to filter the navigation menu and document list views. By default, all customer accounts are available from the navigation menu and list views. Selecting a specific customer account narrows the scope of the menu and list view to the selected customer account. Headings in the menu can also change, depending on:

  • which document process are in use.

  • which document process the selected customer account uses.

Start Opens the selected documents for processing in the document view, or loads all the documents if no documents are selected.
Refreshes the document list.
Deletes the selected documents.

Sends Complete documents to the target system, while leaving incomplete documents behind to continue processing. This is helpful, for example, if you keep batches together and have a large batch of documents that are ready to be sent to the target system, except for one document that is being delayed for some reason. In this case, you can click this button to send all of the Complete documents in the batch to the target system.

This button is available in Documents mode and Batches mode in the In progress and All documents view. When you select individual documents (in Documents mode), only the selected documents with the Complete status are sent to the target system. When you select batches (in Batches mode), every document with the Complete status, in each selected batch, is sent to the target system.

After you send documents to the target system, you are not be able to perform page separation on any remaining batches that these documents belong to.

This button is only visible to users with the Access EXPLORE privilege. You must select at least one document or batch before clicking this button.

Unlocks the selected documents.
Use caution when using this feature because a document is normally locked while someone is working with it.
Displays a dialog that you can use to upload a file to storage without attaching it to a stored document or processing . For example, you can use this feature to store documents containing special instructions for your users.
Do not use this feature to upload documents for processing.

Determines which columns are displayed in the list.

If the field you want is not available, you can add more filter fields.

Resets all column filters.
Documents Displays individual documents in the list view.
Batches Displays batches in the list view. If you open a document from this view, batches appear in a thumbnail view with the current document selected in the Document view.
Search

Filters all columns in the list according to the text you type in the box.

The maximum number of characters that are shown in a column, and are available for filtering, is 200. Characters exceeding the limit are truncated.

Received, Gross Amount and Total Amount columns are excluded from the search.

Displays the Document history dialog.
Displays the document image for quick inspection and printing. These buttons are not available for viewing batches.
A workflow step has exceeded the time specified in the Maximum duration setting.
The document is on hold.
The document is pending approval.
The document is being processed by the user specified in the tooltip.
The document was rejected by a user. When viewing batches, this means that at least one document in the batch was rejected.
The document or batch is pending manual separation.
The document needs attention. See the tooltip for more information.

This icon appears, for example, if the document failed to export to the target system. This icon can also appear on batches that contain documents that failed to export or are pending correction.

The document has a request for information. When viewing batches, this means that at least one document in the batch was has a request for information.
DOCUMENTS (AP DOCUMENTS/AR DOCUMENTS)
Upload Displays a view that you can use to upload documents to Kofax AP Essentials for processing.
Assigned to me Lists only documents that are assigned to the current user. This menu is only visible if Workflow services are enabled.

This view has a document counter that displays the total number of documents in the view. Document totals only update when you refresh the list, either via the Refresh button or by refreshing the page.

Verify Lists documents that need verification or correction.

This view has a document counter that displays the total number of documents in the view. Document totals only update when you refresh the list, either via the Refresh button or by refreshing the page.

Rejected Lists documents that have been rejected. This view is visible to users with at least one of the privileges below. The privileges also determine which documents are displayed in the view.

Privilege Documents displayed
Access VERIFY Displays documents that were rejected during verification.
Access MANAGE Displays all documents that were rejected in a workflow, regardless of the assigned user
Access APPROVE Displays documents that were rejected in a workflow and are assigned to the current user.

Note that when you view batches, only batches that are rejected during verification are displayed because there is no rejected status for batches in approval workflows.

In progress Lists all documents that have not been successfully processed yet.

This view has a document counter that displays the total number of documents in the view. Document totals only update when you refresh the list, either via the Refresh button or by refreshing the page.

Processed Lists documents that have been sent to the target system.
All documents Lists all documents in the system, including deleted and exported documents.
Held Lists documents that are currently on hold.
STORAGE (AP STORAGE/AR STORAGE)
Documents Lists documents that have been archived for long-term storage.
Files Lists miscellaneous documents that have been uploaded to storage.