How a Document Gets Filed

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Every invoice, weigh tag, bill of lading and certificate that matters to the winery ends up in one place, under one naming scheme, listed in one register. Half of that happens on its own. The half that needs a person is the half that needs judgement: what is this document, who is it from, and what date is on it?

Nothing in this process ever deletes anything.

From inbox to filed

1 A document arrives A supplier emails it, or you forward it, to wineproduction@oakcreekvineyards.net 2 Capture picks it up Every attachment becomes its own document. One email can carry several — an invoice and the weigh tag behind it. 3 It is stored and listed The file goes to Source Documents / year / Unclassified. A row is added to the register, marked Unk — not yet identified. 4 It appears on your worklist Open Classify Documents from the Main Menu. The list is everything captured but not yet identified. 5 You read it and describe it The document is on the screen beside the form. Set the type, the date printed on the document, its reference number, and who it is from. The date decides the folder and the filename. Read it off the page. 6 Save & Next One click. The next document loads straight away. 7 The file is renamed and moved 2025-12-01 Aridus Inv_2033 DOC-20260929-161425477.pdf into Source Documents / 2025 / Invoices. 8 The register is brought up to date Type, dates, the new location, and who identified it. The document is now findable by anyone, without asking you.
Happens on its own — nobody touches it
Needs a person

Five things to get right

Do thisBecause
Read the document, not the email subject One email often carries several attachments under one subject. A file called WT_2500040.pdf sent under “Invoice CAS 2033” is a weigh tag, and it is filed as one.
Use the date printed on the document The form starts with the date the email arrived, which is usually not the document’s date. That date chooses the year folder and goes into the filename, so getting it wrong files the document in the wrong year.
Fill in the reference number It is what a person quotes — to the supplier, to the weighmaster, to an auditor. The invoice number, the tag number, the BOL number. It now goes into the filename too, joined to the type: Inv_2500037. Type it as it is printed; a # or a space is fine and gets tidied out of the name.
Pick the same type for the same kind of document If a monthly storage statement is a Report, every monthly storage statement is a Report. Two names for one thing makes the register answer questions wrongly.
Never file without the right supplier Filing without one names the file Unidentified, and it cannot be corrected afterwards. If the supplier is not in the list, add it — the list’s last entry does it without leaving the document. See below.

If the supplier is not in the list

You can add it without leaving the document. Open the counterparty list — the last entry is “＋ Add a counterparty…”. A panel opens under the form with three fields.

FieldWhat goes in it
Counterparty name The name on the invoice. The formal one — Quality Wine Barrel Company, not the short version. Capitals, apostrophes and punctuation do not matter for matching: typing heavens cellars already finds Heaven’s Cellars.
Also known as What they actually get called — in their own emails, and by us. QWB. Several are fine, separated with a semicolon. Leave it empty if the name on the invoice is the only name anybody uses.
File token The short word that goes in the filename of every document this supplier ever sends. It fills itself in from the name — or from the first “also known as” if you gave one, because the short name is the one that reads well in a filename. Shorten it now if you want it shorter: changing it later means renaming files.
Roles What they are to us. Tick every one that applies — Aridus is a grower and a crush facility and a bulk seller.
This is why the name and the “also known as” are two separate boxes. The invoice says Quality Wine Barrel Company; the email says QWB. With one box you would have to choose, and whichever you chose would be wrong somewhere — either the register holds a nickname, or every filename carries QualityWineBarrel. With two boxes you keep both and the filename stays short.

If it says more than one supplier answers to that name

It will list them and ask you to pick. That is not an error — it means two rows genuinely answer to what you typed, usually because a business changed its name and both the old and the new entry are kept on purpose.

Use the date on the document to choose. The one marked no longer trading under this name is for documents from before the change; the other is for anything current. Click the one you want and it is selected for you — nothing new is added.

The supplier is added straight away, before the document is filed. If you then change your mind about the document, the supplier stays — that is deliberate, and it is why the panel asks you to get the name right rather than guessing. Nothing here can edit or remove a supplier afterwards; that is a change somebody makes in the workbook, thinking about it.

If the same document arrives twice

Documents get forwarded twice, or arrive by two routes. The system notices and sets them aside — it does not throw them away, because it matches on filename and size, and that is a good guess rather than proof.

1 It is flagged, not hidden Same filename and size as something already registered. It moves into Suspected duplicates, out of your main worklist. 2 You open it and look Click it in the duplicates panel. The document opens like any other. Two files can share a name and a size and still be different documents. It really is a duplicate Press Void and give a reason. The file moves to a Voided folder and the row is marked Void. Nothing is deleted. It cannot be undone by filing it again. It is not a duplicate Say so — the flag is cleared on the register row and the document returns to your worklist to be filed normally.

If something goes wrong

“No reply from the flow” does not mean it failed. The filing usually finished and only the answer got lost. Reload the page — if the document has gone from the worklist, it was filed. Trying again is safe either way; it will not file anything twice.

Any other message on the page tells you what happened and whether anything was moved. If a document will not file at all, say so — do not work around it by renaming or moving files by hand, because the register will then disagree with what is on the disk, and that is much harder to put right than the original problem.

Words you will see

UnkCaptured but not yet identified. Everything starts here.
CurrentThe document that counts.
VoidCaptured in error — a duplicate, or not a source document at all. Kept, not deleted.
SupersededReplaced by a later version that points back at it.
CounterpartyThe business the document is from or to — a supplier, a custom crush client.
Document IDThe permanent name of the document, e.g. DOC-20260929-161425477. It never changes, even when the file is renamed or moved.
ReferenceThe number printed on the document itself — invoice number, weigh tag number, BOL number. It goes in the register and in the filename.
File tokenThe short word standing for a supplier in every filename — Aridus, HeavensCellars, QWB. Set once, when the supplier is added.
Also known asOther names a supplier answers to. Typing any of them finds the supplier, so the formal name can stay on the record without making filenames long.
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