{"id":21592,"date":"2022-04-11T13:59:44","date_gmt":"2022-04-11T11:59:44","guid":{"rendered":"https:\/\/help.openbee.com\/open-bee-smart-capture\/administrator-guide\/files\/setting-up-folders\/"},"modified":"2026-05-13T09:37:20","modified_gmt":"2026-05-13T07:37:20","slug":"setting-up-folders","status":"publish","type":"page","link":"https:\/\/help.openbee.com\/en\/open-bee-smart-capture\/administrator-guide\/files\/setting-up-folders\/","title":{"rendered":"Setting up folders"},"content":{"rendered":"\n<ul class=\"wp-block-list\"><li><a href=\"#Configurationdesdossiers-Configurationdesdossiers\">Setting up folders<\/a><ul><li><a href=\"#Configurationdesdossiers-Ajouterundossier\">Add a folder<\/a><ul><li><a href=\"#Configurationdesdossiers-Informations\">News<\/a><\/li><li><a href=\"#Configurationdesdossiers-Informationssuppl%C3%A9mentaires\">Additional Information<\/a><\/li><li><a href=\"#Configurationdesdossiers-Absorptiondesdocuments\">Document Absorption<\/a><\/li><li><a href=\"#Configurationdesdossiers-Choixdestypesdedocuments\">Choice of document types<\/a><\/li><\/ul><\/li><li><a href=\"#Configurationdesdossiers-Dossiers\/Comptabilit%C3%A9\/Configuration\">Folders\/Accounting\/Setup<\/a><ul><li><a href=\"#Configurationdesdossiers-Cadrecomptabledudossier\">Accounting framework of the file<\/a><\/li><li><a href=\"#Configurationdesdossiers-AnalyseduFEC\">FEC Analysis<\/a><\/li><li><a href=\"#Configurationdesdossiers-Configurationcomptable\">Accounting Setup<\/a><\/li><\/ul><\/li><\/ul><\/li><\/ul>\n\n<h1 class=\"wp-block-heading\" id=\"Configurationdesdossiers-Configurationdesdossiers\">Setting up folders<\/h1>\n\n<p>The &#8220;Folders&#8221; tab, will allow you to add\/edit or delete information related to your folders.<\/p>\n\n<h2 class=\"wp-block-heading\" id=\"Configurationdesdossiers-Ajouterundossier\">Add a folder<\/h2>\n\n<p>To add a folder, simply click the button <img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/276922385.png\"\/>at the bottom of the page.<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/276922384.png\" alt=\"\"\/><\/figure>\n\n<h3 class=\"wp-block-heading\" id=\"Configurationdesdossiers-Informations\"><strong>News<\/strong><\/h3>\n\n<p>Open Smart Capture allows you to fill in certain information about each folder.<\/p>\n\n<p>Each piece of information will be used when searching for third parties. Indeed, these will be automatically removed from the information found by Smart Capture to identify a third party in order to avoid offering false information to the user. In addition, they can also be used in the event that multiple Capture folders absorb the same folder (Portal or other) to try to identify the accounting record using the information provided.<\/p>\n\n<h3 class=\"wp-block-heading\" id=\"Configurationdesdossiers-Informationssuppl&#xE9;mentaires\">Additional Information<\/h3>\n\n<p>Each additional piece of information consists of:<\/p>\n\n<ul class=\"wp-block-list\"><li>Name: Used as a unique key<\/li><li>Of value<\/li><\/ul>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/276922387.png\" alt=\"\"\/><\/figure>\n\n<p>Once additional information is added to a folder, it will be added with an empty value to all other folders in the solution. Indeed, this information is generic to the solution and can be used during the various exports offered.<\/p>\n\n<h3 class=\"wp-block-heading\" id=\"Configurationdesdossiers-Absorptiondesdocuments\">Document Absorption<\/h3>\n\n<p>To select a folder in Open Bee\u2122 Portal in which Smart Capture will absorb documents, all you have to do is :<br\/>Click on the &#8220;+&#8221; icon<\/p>\n\n<p><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/276922389.png\"\/><br\/>Select the desired folder in the window that has opened. Click on the &#8221; <strong>Validate<\/strong> &#8221; button<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/276922390.png\" alt=\"\"\/><\/figure>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/276922391.png\" alt=\"\"\/><\/figure>\n\n<h3 class=\"wp-block-heading\" id=\"Configurationdesdossiers-Choixdestypesdedocuments\">Choice of document types<\/h3>\n\n<p>From folder management, you can also define for each folder which types of documents will be absorbed and therefore configurable.<\/p>\n\n<p>To do this, go to the &#8220;<strong>Document types<\/strong>&#8221; section, all you have to do is tick the types of documents accepted<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/276922392.png\" alt=\"\"\/><\/figure>\n\n<h2 class=\"wp-block-heading\" id=\"Configurationdesdossiers-Dossiers\/Comptabilit&#xE9;\/Configuration\">Folders\/Accounting\/Setup<\/h2>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/276922393.png\" alt=\"\"\/><\/figure>\n\n<h3 class=\"wp-block-heading\" id=\"Configurationdesdossiers-Cadrecomptabledudossier\">Accounting framework of the file<\/h3>\n\n<p>Click on the <strong>&#8220;Accounting&#8221;<\/strong> menu<\/p>\n\n<p>Select the <strong>&#8220;Configuration&#8221;<\/strong> menu<\/p>\n\n<p>The following interface allows you to configure the different fiscal years as well as the different accounting journals accepted by the file.<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/276922395.png\" alt=\"\"\/><\/figure>\n\n<p>Smart Capture will perform a check to ensure that no accounting years overlap.<br\/>The symbol means that the fiscal year is the current fiscal year.<\/p>\n\n<p>Smart Capture allows entries to be made in any configured exercise. If the entries are not in the current fiscal year, the user will have a warning when entering those entries<\/p>\n\n<p>For logs, this symbol defines the default symbol to be used if more than one symbol is of the same type.<\/p>\n\n<ul class=\"wp-block-list\"><li>To Edit Fiscal Year Information, click the  <img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/276922397.png\"\/><\/li><li>To Delete Fiscal Year, click the  <img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/276922398.png\"\/><\/li><li>To Add a fiscal year, click the<img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/276922399.png\"\/><\/li><\/ul>\n\n<p><em>You can perform the same actions for accounting journals<\/em><\/p>\n\n<h3 class=\"wp-block-heading\" id=\"Configurationdesdossiers-AnalyseduFEC\">FEC Analysis<\/h3>\n\n<p>Smart capture is capable of parsing a file in FEC format. This analysis makes it possible to pre-configure the accounts proposed in the accounting entries for each third party<\/p>\n\n<p>You must set up your journals and accounting years before using this function because Smart Capture will only integrate entries relating to known journals<br\/>If the Overwrite existing templates option is checked. All write patterns in this folder will be overwritten by a new write pattern inferred from the FEC file<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/276922400.png\" alt=\"\"\/><\/figure>\n\n<h3 class=\"wp-block-heading\" id=\"Configurationdesdossiers-Configurationcomptable\">Accounting Setup<\/h3>\n\n<p>Like the accounting setup page, this tab allows you to change the configuration specifically for the folder in question.<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/276922401.png\" alt=\"\"\/><\/figure>\n","protected":false},"excerpt":{"rendered":"<p>Setting up folders Add a folder News Additional Information Document Absorption Choice of document types Folders\/Accounting\/Setup Accounting framework of the file FEC Analysis Accounting Setup Setting up folders The &#8220;Folders&#8221; tab, will allow you to add\/edit or delete information related to your folders. Add a folder To add a folder, simply click the button at [&hellip;]<\/p>\n","protected":false},"author":2,"featured_media":0,"parent":21576,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"templates\/ob-help-products.php","meta":{"footnotes":""},"class_list":["post-21592","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/21592","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/comments?post=21592"}],"version-history":[{"count":1,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/21592\/revisions"}],"predecessor-version":[{"id":21594,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/21592\/revisions\/21594"}],"up":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/21576"}],"wp:attachment":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/media?parent=21592"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}