# Documents in eConnect
All documents are stored in XML and are linked to a template. The template defines the data-structure, views, validations, statuses and filters. Also none-XML document (like PDF) will be embedded into an XML document if defined in the template.
The type of a document within eConnect is defined with a template. A template defines the xml structure, views, checks, statuses and filters. Templates of documents are identified by TemplateId or MasterTemplatedId. When using API calls the MasterTemplatedId should always be used for filtering. This Id will not change between versions of a template.
# Document revisions
Documents can have revisions. A document not in Inbox or Outbox will get a revision by every save. This means that the ModifiedOn date will be changed. The CreatedOn will be the same. Documents in the Inbox and Outbox will get a revision when the document is recognized during sending as the same document already available in the Inbox. For a invoice (Factuur template) this means that the Invoice ID, Invoice IssueDate and AccountingSupplierParty PartyIdentification are the same.
# Default templates
| Name | Function | MasterTemplateId |
|---|---|---|
| Factuur | SimplerInvoicing UBL (SI-UBL) invoice | GLDT9223370666504283001RA000000006DTP2000001 |
| Conversietaak | Task to convert a document to SI-UBL | GLDT9223370606989915978RA000000006DTP2000109 |
| Onkostendeclaratie | Declaration of personal expenses. The created document is a SI-UBL invoice | GLDT9223370666504283001RA000000006DTP2000001 |
The default templates can be found on the platform under “More”-> “Templates”. The Gallery templates are the standard templates published to all users. It is possible to publish templates to a smaller audience; these templates are “Partner template”. The templates that can be used by the users of a account for creating documents are “Account templates”. Documents based on other templates can be shared manually with a user. The template doesn’t have to be available for the user via “Templates” but the template must be available for the creator of a document.
# Template functionality
# Data
The document is created in XML and the template contains a XSD for validating the structure. It is also possible to add a XSL/XSLT for extra check and transformations.
# Status
Each document has possible statuses based on the template for (draft) documents and the inbox. Some statuses of the inbox are set by the system, for example ‘on download’. The status of a document in the outbox reflects the status of the document in the receivers inbox. The status of the outbox is therefore readonly. The status text is language independent and the text doesn’t change with the language settings of the user profile.
# Draft document Status
Statuses applicable while preparing, saving or sharing a document.
Default: Opstellen , Verwerken ,Goedgekeurd, Afgekeurd
# Inbox Status
Statuses you can set when document comes to your Inbox. Inbox status you set can be viewed by the sender from his outbox. The document in the outbox of the sender is the same as the document in the outbox of the receiver.
Default: Opgeslagen, Ontvangen, Geopend, Gedownload, Verwerken, Goedgekeurd and Afgekeurd Codes:
| Description | Code |
|---|---|
| Opgeslagen (Stored) – Automatically set by the platform | 05 |
| Ontvangen (Received) | 10 |
| Geopend (Opened) | 20 |
| Gedownload (Downloaded) – Automatically set by the platform | 30 |
| Ter goedkeuring (For Approval) | 35 |
| Goedgekeurd (accepted) | 40 |
| Afgekeurd (rejected) | 50 |
| Betaalbaar gesteld (payable) | 60 |
| Betaald (paid) | 70 |
# View
The view of the data can be created with a form. The form is a representation of the data in the document. This representation doesn’t have to show all the data and the data can be shown in a alternated form.
# Filter
Fields can be selected for displaying in document list view. These fields are also used during search.
# Auto numbering
For fields in a form there can be a auto numbering defined. The user can change this for the template in the account.