The following roles can attach documents in Candis:
Administrator
First approver
Requester
Important: Only the first approver can attach documents; if you are the second or third approver, attaching is not possible.
In the toolbar of the document preview, you can select the button 'Attach'. Here you have the choice between 'Upload file' and 'Select document'.
As an approver, you can only select 'Upload file' during the first approval step. After the document has been approved, you can no longer attach it.
Upload file
The following roles can attach documents in Candis:
Administrator
First approver
Requester
By using 'Upload file' you upload a new document from your computer and directly attach it to the document.
Important: Only PDF files are supported.
Select document
The following roles can attach documents in Candis:
Administrator
Requester
'Select document' will enable you to attach a document to an invoice that already exists in the Candis account. Therefore, the file has to be in the 'Processing' view.
Important: Documents that are already assigned to a team member for approval can't be attached.
Where do I find the attached files?
Your attachments will be displayed as additional pages in the document preview. The attachments are always attached to your main document (invoice). That means you will always find your invoices and as additional pages your attachments. You can switch to the next page either with the arrows, links above the document preview, or with the mouse wheel (scroll).
The individual documents are displayed left of the preview image beneath the 'Attachments' tab. In this view, we distinguish between your main document and your attachments. Additionally, you can also upload more attachments to the shown invoice from here. Attachments are permanently linked to the document and do not exist as separate documents in the 'Documents' view.
Remove (delete) & detach attachments
You want to remove your attachment afterwards? Simply go to the document to be processed that contains an attachment and click on "Attachments" in the document preview on the left.
Whether you can only delete a document or also detach it depends on how you added the attachment.
Attachments added via "Upload file",
can only be deleted because they were not in the inbox before.
Important: When an attachment is deleted, the attachment is irrevocably removed from the account. If the attachment is to be reused, the document must be opened beforehand, saved locally via 'Download', and uploaded again.
Attachments added via "Select document",
can also be detached. Detaching restores the original state of the document so that nothing stands in the way of subsequent processing and release.
Attachments can only be removed or detached by the employees who have attached them. Administrators are exempt from this rule. They can also remove or detach documents that were not attached by them.
Important: Once the document has been exported, it is no longer possible to remove/detach attachments.
Export to DATEV Unternehmen online
When exporting to DATEV Unternehmen online, including the captured invoice data, via the interface Rechnungsdatenservice 1.0 as recommended by us, the attached documents are transferred to DATEV Unternehmen online as well as 'geheftet'.