Smarter documents: validity & archive

Table of Contents

• Validity
• Archive
• Roles
• How to use validity
• How to archive documents

Validity

Validity helps you keep document periods, statuses, and follow-up needs organized in one place.

With validity, you can set “valid from/to” periods, track document status (upcoming, valid, expired, archived), and use filters to quickly find only the documents that are relevant, like all those that are about to expire.

Archive

Archive helps you keep inactive documents organized and easy to find when needed.

With archive functionality, you can archive and unarchive documents and access a dedicated archive view for easier document management.

Roles

Everyone who has "See and edit" access to the document, can both archive and set validity period for their documents. 

This is not based on either User or System roles. 🔗 Read more about Document access here.

How to use validity

To set validity period for a document, remember that you´ll need a "See and edit" access for the document. 

This guideline applies whether you’ve just created a new document or want to set validity for an existing one.

1. Go to the "Document module"
2. Select the document you want to set validity for 
3. Click "Document setting"
4. Scroll down to "Validity period" and set both/or one of "Valid from" and/or "Valid to"

Documents will then show up in the document list as "Valid"/ "Not valid yet" / "Expired".  In the document overview, you can also use the “Validity status” filter to show documents by their different validity statuses.

You can also click the three dots to the right of the document and select "Document settings" to go directly to the validity settings.

How to archive documents

To archive a document, remember that you´ll need a "See and edit" access for the document.

1. Go to the "Document module"
2. Navigate to the three dots located right of the document
3. Click "Archive"
4. The document will now move to the "Archive tab"

You can always "Unarchive" documents

1. Go to the "Document module"

2. Navigate to the "Archive tab"
3. Click on the three dots right located right of the document
4. Click "Unarchive", and the document will now move to the "Documents tab"