In Athento, Spaces are organizational units designed to group documents that require similar processing. They function as logical containers that allow you to segment information according to the needs of the company, whether by department, project, or business process.
What are Spaces for?
A Space is normally used to centralize the management of specific document types. Some common examples of use are:
- Invoice Management: An environment dedicated exclusively to suppliers and accounts payable.
- Contract Control: A space for the lifecycle of legal documents.
- Human Resources: Organization of employee records.
These examples show how Spaces allow you to organize and segment documents by department, process, or business need, making document management more efficient and tailored to the organization’s structure
How to navigate in a Space
Accessing information is intuitive. To consult the stored documents and navigate through them, you simply need to click on the name of the space. This way, you can easily view and manage the documents associated with that specific space.
Configuration and Customization of Document Processing
The power of Spaces lies in their configurability. In each one, you can define how documents should behave through:
- Specific Forms: Selection of the fields and metadata that will be used to categorize files within that space.
- Automations and Processing: Configuration of automatic rules (OCR, validations, approval workflows) that are triggered when a document is uploaded.
- Upload Mechanisms: Definition of the file entry methods (email, bulk upload, API, etc.).
- Security and Format Restrictions: Control of permitted file extensions (PDF, JPG, etc.) and maximum file sizes to maintain the integrity of the repository.
These options allow each space to be adapted to the specific document management needs of the organization, ensuring efficient and secure handling of documents.