Documents
For review, Processing, Quarantine and Bin
The four places a document can wait for a person, and what to do in each.
Most documents are read and filed without anyone stepping in. Four places in the Documents app hold the ones that need a person: For review, Processing, Quarantine and Bin. Each means something different, and this article shows you what to do in each.
Before you start
- Open the Documents app. The four places are in its menu, and For review shows a count when anything is waiting.
- Confirming a document needs permission to edit documents. Releasing from quarantine, restoring from the bin and deleting for good need permission to delete documents.
Steps at a glance
Step 01
Confirm documents in For review
Select For review. It lists documents Orin has worked out and nobody has agreed with yet. A document whose kind Orin could not tell is marked Type not identified.
For review. 1: a document Orin could not classify. Select a document to open it beside its details. Check the name, Document type, Client and dates against the document itself, change anything that is wrong, and select Confirm. The arrows at the top move through the queue, and Skip leaves one for later.
Reviewing one document. 1: Confirm files it as shown. 2: Skip moves to the next. Confirming is a judgement, not a formality. Reading is very good and not perfect, and a confirmed document is treated as correct from then on. Until it is confirmed, it cannot be downloaded.
To act on several at once, tick them in the list and choose Combine into one PDF, Edit pages or Move to bin.
Step 02
Deal with files in Processing
Select Processing. It holds files Orin could not finish reading: ones that failed, ones protected with a password, and ones where a virus was found. For each, choose Open document, Retry or Discard. A file with a virus is held back from everyone and can only be discarded.
Processing, with nothing waiting on the demo business. Step 03
Decide on quarantined documents
Select Quarantine. A quarantined document is hidden from every list and cannot be downloaded until the quarantine is lifted. It is intact; the question is whether it should be let back in.
Colleagues who need one can ask for it to be released, and firm administrators are notified. Requests appear under Waiting for you with their reason; choose Release or Decline. To release a document yourself, use Lift quarantine on its row. Open a document to read it before you decide.
Quarantine. 1: Release a colleague's request. 2: Lift quarantine on a document. Step 04
Restore or delete from the Bin
Select Bin. Deleted documents stay here until you restore them or delete them for good. Use Restore to put one back, or Delete forever to remove it.
The Bin. 1: Restore. 2: Empty bin deletes everything in it. Delete forever and Empty bin remove the document and everything read from it. There is no recovery.
What success looks like
A confirmed document leaves For review and appears in the main list under its type and client. A released document reappears in the lists, and a restored one is back where it was.
Next steps
- Capture: letting Orin read documents: how documents are read and what it costs.
- Uploading and filing: getting documents in.
Common questions
Where did Uncategorized go? Documents with no type are now in For review, marked Type not identified.
Something is in Quarantine and I do not know why. Open it from the Quarantine list and read it before you decide. Its history shows what happened to it. A file with a virus does not go to Quarantine; it is held in Processing.
A file a client sent is in For review. That is expected. Anything that arrives from outside the firm waits for somebody to confirm it.