Other Actions

Let’s take a look at the other actions that can be performed in the Documents module.

Search for Documents

The Documents module includes a search option that lets you quickly find documents. Here’s how you can search for documents in the module:

• Select the Documents icon on the widgets pane.
• In the search bar at the top of the screen, enter a keyword related to the document you want to search for, such as its name, vendor name, or amount.

Zoho ERP will display all documents that match the entered keyword. You can then browse through the results and select the document you need.

Search for Documents Using Advanced Search

If you want to perform a more specific search, you can use Advanced Search. It helps you find the exact documents you’re looking for. To perform an advanced search:

• Select the Documents icon on the widgets pane.
• Click the Search icon next to the search bar at the top of the screen, and select Advanced Search from the dropdown.
• Enter the File Name and select the Transaction Type of the document.
• Click Search.

You’ll now be able to view the most relevant search results in your Inbox.

Filter Documents

You can filter the documents present in the All Documents section based on the File Type. Here’s how:

• Select the Documents icon on the widgets pane.
• Navigate to the All Documents section.
• In the Filter By section present at the top, select the desired File Type. Now the documents would be filtered based on the selected File Type.

Similarly, you can filter documents in the Files and Bank Statements sections by their Status, and filter documents in the Folders and Trash section by File Type.

Sort Documents

You can sort the documents present in the All Documents section based on various categories such as File Name, Uploaded by, Uploaded On and Folder. Here’s how:

• Select the Documents icon on the widgets pane.
• Navigate to the All Documents section.
• Click the More icon present in the top right corner.
• Select the desired Sort By category.

The sorting can be done based on ascending or descending order (indicated by the arrow). Similarly, you can sort the documents in the Files, Bank Statements and Folders sections.

Move Documents to Trash

If you wish to remove a document from view temporarily, you can move it to the Trash section. Here’s how:

• Select the Documents icon on the widgets pane.
• Navigate to the All Documents section.
• Select the document(s) that you wish to delete.
• Click the Bin icon present at the top.

Now, the document(s) will be moved to the Trash section.

Restore Documents from Trash

Here’s how you can restore a document moved to the Trash section:

• Select the Documents icon on the widgets pane.
• Navigate to the Trash section at the bottom of the page.
• Select the document(s) that you wish to restore.
• Click the Restore button present at the top.

Now, the document(s) will be restored. If you wish to restore all the documents in the Trash section, click the Restore All button at the top right.

Delete Documents

Here’s how you can permanently delete a document from the Documents module:

• Select the Documents icon on the widgets pane.
• Navigate to the All Documents section.
• Move the document(s) you wish to delete to the Trash section.
• Navigate to the Trash section at the bottom of the page.
• Select the document(s) that you wish to delete.
• Click the Delete button present at the top.

Now, the document(s) will be permanently deleted. If you wish to delete all the documents in the Trash section, click the Empty Trash button at the top right.

Export Documents

You can export the documents in Zoho ERP to your system in the CSV, XLS or XLSX format. Here’s how:

• Select the Documents icon on the widgets pane.
• Navigate to the All Documents section.
• Click the More icon present in the top right corner.
• Select Export Document Details.
• In the Export Documents pop-up:
• In the Module field, the Documents module will be auto-selected.
• Select a Document Source if you wish to export a specific set of documents based on where they were uploaded from.
• Choose All Documents if you wish to export all the documents present in the Documents module. (or)
• Choose Specific Period if you wish to export documents from a particular time frame, and specify the date range below.
• Select the desired Decimal Format.
• Choose the desired Export File Format.
• Click Export.

The documents will be exported in the desired format.