| Word | Description |
| Acquired | A task status indicating that the performer has opened the task, but has not yet completed the task. Compare with dormant. |
| Acquisition | Prodagio AP: the process by which an invoice is retrieved from the queue and placed into the Processor dashboard to begin processing. All incoming invoices are categorized into baskets based on invoice types defined by the business rules. |
| Actions Menu | Prodagio AP: A listing of available actions each role can take with the selected invoice. The Actions menu is accessible with a right-click on the invoice title to display the context-sensitive menu or with a click of the invoice’s Actions… link. |
| Ad Hoc Routing | A one-of-a-kind document workflow routing path, set up once by the user and applied only to the current document. |
| Admin View | Provides access to all Business Administrator and System Administrator tasks, and only available to users with administrator access. |
| Administrator | Prodagio AP, Contract, Case: a person responsible for managing the business administration options of Prodagio products, focusing on setting up the client user configuration under the Administration dashboard. |
| Aging | An invoice status indicating no processing actions have been taken by a role within a pre-defined amount of days. The amount of days defined as aging is determined by the Email Contents business rules during client configuration. |
| All Saved Searches | Uniquely titled searches which users have saved. All Saved Searches are available to all users. |
| Amendment Documents | A category of Related Document including any document you wish to share with the same document number as the current document, but appended with -01, -02, etc. Also see Related Documents and Attachment Documents. |
| Analytics Tab | The Reports View displays the Analytics Tab, if so configured. The Analytics Tab provides access to Prodagio Analytics reporting. |
| Apply Signature | Indicates a document requires a signature to be applied. A signature consists of: a graphic of the signature, a signatory name, a signatory title, a date signed, and optional descriptive text. To add the signature, the user’s password is entered. |
| Approval | Prodagio AP: the process of an Approver approving an invoice for payment and automatically sending it to the next step in the client-configured workflow. |
| Approver | Prodagio AP: a role which reviews the invoice for accuracy and its completeness, and authorizes payment of the invoice. |
| Ascending | alphabetical order, from a–z, used to sort information by column. |
| Asterisk | Indicates a field’s information is required and must be entered. |
| Attachment Documents | Prodagio Contract: a Related Document category of documents stored in an Attachments folder connected to the folder containing the document to which they are related. Attachments can be related email and correspondence fies. Also see Related Documents and Amendments. Prodagio AP: Any document of any format, attached to an invoice, which provides further information about the invoice. Available to all roles, Attachments are listed on the invoice Detail dashboard Attachment Tab. All Attachment entries for the selected invoice can be exported. |
| Attribute | A characteristic defining a document. Example attributes are document name, authors, and title. Attributes are also often referred to as properties or metadata. |
| Audit Trail | Prodagio Case, Contract, AP: a listing of all actions that have been taken on a selected invoice or document. The Audit Trail is read-only and automatically recorded; it can not be edited or deleted. |
| Auto File | Moves a document to its proper location, as determined by the document’s category and type properties (metadata). Often serves as the quickest way to move a document from the Personal to the Cabinets Tab. |
| Automated Reminder (Date Based) | Automatically sends Reminders based on Automated Reminder rules and a specific date field of a document type. Set up and managed by the Business Administrator. |
| Basket | Prodagio AP: A named holding area for acquired invoices displaying only on the Processor dashboard. Baskets are defined by business rules and usually based on certain invoice characteristics. In most configurations, different baskets can be assigned to different Processors. |
| Business Administrator | Individuals typically in an organization’s legal department or another area having approval authority for the content of contracts, clauses and the model documents (Templates) used to create new contracts. The Business Administrator also can perform all user tasks. Compare with System Administrator. |
| Cabinets Tab | In the Documents View, the Cabinets Tab displays all public Cabinets. These Cabinets store all folders, subfolders and related contracts and documents available to all those with login permissions. |
| Cancel | Prodagio AP: cancelling stops an invoice from further processing but the invoice is still listed on dashboards and in searches. |
| Case Template | A model used to created new cases or subcases, which was previously prepared and stored by a Business Administrator. Automated templates contain variable case type and case properties information, as well as some standard content. |
| Check In | Saves a file in the repository after it has been checked out for revision. After check in, a document is available to all users. |
| Check Out | Padlocks a file in a repository so neither the document nor its attributes can be edited by other users. Downloads the document’s content to the user’s computer for editing. Checked-out files are stored by default in the C:\Documents and Settings\your name\Documentum\Checkout folder. Changes made to a file’s attributes or content are not saved in the repository until the file is checked in. |
| Checklists | A uniquely named set of business process tasks assigned to a contract. Checklists control the routing of the contract to various groups or individuals. An unlimited number of Checklists may be created, but only one Checklist can be assigned to a document. Available Checklists are created by Business Administrators. |
| Clauses Tab | On the Documents View, the Clauses Tab displays a list of external clauses to use when building documents from Templates. Clauses are stored and updated by Business Administrators. |
| Clipboard | A holding place for multiple documents, with a separate Clipboard for each user. Most common uses for the Clipboard are copying and moving, particularly from the Personal to the Cabinets Tab. |
| Coding | Prodagio AP: the process of invoice line item details research, verification and entry by a Coordinator prior to routing the invoice for approval. The Coding details are accessible via the Coding tab of the invoice Detail dashboard. All Coding details for the selected invoice can be exported. |
| Completed Status | A Reminder, Obligation or Checklist task that a user has completed. Users must manually mark the task as completed. |
| Contacts | Information related to contacts attached to any document, available to all users who can view or edit the document. Document Contacts are specific to a document, and created by users; Global Contacts are available for assigning to one or more documents and are created by Business Administrators. |
| Coordinator | Prodagio AP: a person in this role is responsible for adding coding details to invoices and also for routing invoices to specific Approvers. Some configurations do not use a separate Coordinator; instead, the Coordinator role is performed by the Processor. |
| Crystal Reports | If so configured, a separate Tab on the Reports View allowing access to Crystal Reports software and its custom reports |
| CSV | Comma separated variable, a standard, basic spreadsheet format in which tabular information is separated by the comma character, and is exported from and imported into Prodagio Contract. |
| delegate | (workflow task): A feature of certain predefined workflows (routing) allowing the task to be assigned to a user different than the user assigned by the predefined workflow. Delegate is only available if the task has been assigned to multiple users. Compare with repeat. |
| Deleted (Obligation) | An Obligation that a user has manually deleted. |
| Descending | reverse alphabetical order, from z–a, used to sort information by column. |
| Docbase | The repository. |
| Document (contract) | Any file with content that resides in a Documentum repository such as a contract, Attachment, spreadsheet, memo or graphic. In the context of Documentum applications, including Prodagio Contract, any single file of any format is considered a document. |
| Document action icons | Clickable icons providing access to all actions available for the selected document. Most of these actions are found on the document dashboard. |
| Document Action Menu | The document Action menu accessed with a right-click of the item name. |
| Document numbers (document versions) | Automatically assigned, sequential or configured to generate specific numbers based on organizational rules. Usual document numbering schemes include a two or more letter prefix, a five-digit number, a two-digit sub-number and a version number. |
| Document Type | A grouping or categorization of documents that are similar in format, content and / or purpose. Document type is an important metadata property. |
| Documents View | The main Prodagio Contract view for users to manage documents, which includes as many as seven tabs and access usually to three other Views. |
| Documentum | An enterprise-level document management software system developed and supported by the EMC and integrated with Prodagio Contract. |
| Dormant | A task status indicating that the performer has not yet seen the task. Compared with acquired. |
| Drag and Drop | An alternative technique to copy, check in, import, export, move or link any document by moving its icon to specific location and “dropping” it there. |
| Entry Channel | Prodagio AP: the holding area for invoices that are scanned into Prodagio AP. During processing within the Entry Channel, business rules and indexing are applied to determine the basket and other attributes about the invoice. When a Processor acquires invoices, invoices move from the Entry Channel queue into Prodagio AP. |
| ERP | An acronym for Enterprise Resource Planning, a business management system integrating all aspects of a business, including planning, manufacturing, sales, and marketing. |
| External Application Links | Client-configurable links to external applications displayed on most Views. Some links may include single sign-on capability. |
| External Processor | A person in this role is external to the accounts payable group in the company who is responsible for vendor setup in the ERP system and any other general research necessary for appropriate handling of the invoice. In some configurations, an External Processor can be a vendor representative. |
| Favorites Tab | A shortcut to the file, not the original file. On the Document View, the Favorites Tab displays all Cabinets, folders, and files “bookmarked” by the user, to better enable quick access. |
| Filter Invoices | Prodagio AP: a button to diisplay the Filter Invoices window, which allows displaying only invoices matching various combinations of Flags and Routing statuses. |
| Forward | A feature of Predefined workflows to permit sending the document to the next person or group. |
| Full Text Search | An index of all words included within a document, and all the metadata, thereby enabling searching both document content and attributes. |
| Hide | Prodagio AP: didden invoices restrict viewing of certain invoice attributes as determined by configuration. |
| Import | Bring in a document from outside of Prodagio Contract and add it to the Documentum repository. |
| Import Invoice Image | Prodagio AP: used only on the Requestor tab to import the image only for an existing invoice created by the Requestor. |
| Indexer | Prodagio AP: the person(s) responsible for adding minimal attribute information that is necessary to route the invoice to the appropriate basket at the time of import into Prodagio AP. |
| invoice header | Prodagio AP: includes all the invoice identification information and details, such as invoice number, priority, vendor details, PO number and terms, remittance details, discount details, charge back information, etc. Does not include invoice line items, and is distinct from invoice line items (see line items). |
| Invoice Line Items | Prodagio AP: the individual items displaying line-by-line in the body of an invoice and their details, such as quantity ordered and shipped, prices and extensions. Does not include invoice header information and is distinct from invoice headers. |
| Invoice States | As invoices progress through scanning, indexing, then Prodagio AP processing, the state of the invoice changes. There are eight invoice states: Scanned, New, Processing, Cancelled, Submitted to ERP, Closed, Registered and Submitted to Entry Channel. |
| Item | A general term used to describe all documents (of all types), tasks, Obligations, Reminders, and so on, that are displayed in various windows, on which an action can be taken. |
| Jacket | The case “folder” listing all case properties. Allows changing these properties if user has write permissions. |
| Keywords | Additional properties added to a document to enhance searching. Keywords can be added or changed when creating a new folder, importing documents, Amendments and Attachments, associating and filtering Attachments and during document check in. |
| Links | On various windows, underlined words which, when clicked, jump the user to another window. |
| Locations | A document Action menu selection which lists all places (locations) in the Cabinet and folder structure where a document is stored. |
| Lookup | Prodagio AP: fields integrated with external systems (such as any ERP system), therefore allowing access to information specific to that field. For example, the Vendor ID field can be a data lookup field that makes a call to the external ERP system to retrieve the value for that field. |
| Manager | Prodagio AP: inmost configurations, a person in this role can perform all of the actions of the Processor role and has the added capabilities of deleting invoices, hiding, and unhiding invoices. |
| Master Document | A category or Related Documents which includes documents in a 'superior' relationship to the selected document - documents can only have one master. Also see Related Documents and Subordinate documents. |
| Metadata | (properties, attributes): Information about a stored case or Attachment such as its author, subject, and creation date. Metadata, also called properties or attributes, can be used to locate the case or Attachment during a search of the Documentum repository. |
| Misrouted Invoice | Prodagio AP: an invoice, usually routed to a Coordinator in error, that should be returned to the Processor. |
| My Saved Searches | Uniquely titled searches which you have saved and are available to all other users. |
| My Tasks View | A “to-do” list of all items and tasks requiring a user’s attention, including workflow or router tasks, subscribe notifications, Reminders and Obligations. For example, one of a user’s employees might place a vacation request in the user’s My Tasks list or a co-worker might route the user a contract to review. |
| Notes | Permanent notes added to a document for others to view. All users can view the notes written by all other users. |
| Notifications | Notifications display on your My Tasks View and are generated each time a user changes a document to which you have subscribed. |
| Obligation | A specialized form of a Reminder referring to tasks that must be completed in order to meet the legal requirements of a case. Obligations are mandatory. |
| Obligations | Tasks that must be completed in order to meet the legal requirements of a contract. Obligations are mandatory. |
| Open Dashboard | An icon displayed after a item name on a View listing or after an item name in Reports results. If clicked, the item (usually a document) dashboard displays. |
| Open Status | A Reminder, Obligation or Checklist task that a user has not completed. Users must view a task to open it. |
| Payments | Prodagio AP: all entries detailing payments for the selected invoice on the Payments tab of the Detail dashboard. All Payments entries for the selected invoice can be exported. |
| Performers | Individual users or groups which receive documents or document tasks sent to them, via Predefined routing. |
| Permissions | Access privileges that determine what operations a user can perform on a file (such as: view, edit, and delete). For example, a user, Business Administrator and System Administrator each have differing levels of permissions. |
| Personal Tab | The default Tab displayed on the Documents View. The Personal Tab displays a Cabinet only available to the logged-in user, and is usually where that user creates new documents before releasing these documents to all those with login permissions to view the Cabinets Tab. |
| Post to ERP | Prodagio AP: the final step in invoice processing, involving sending an approved invoice to the ERP system responsible for paying the invoice. |
| Potential Duplicate Invoices | Prodagio AP: those invoices flagged by Prodagio AP as having matching attributes, such as vendor number, invoice date and amount, thereby making them potential duplicates. Potential duplicate attributes are determined during configuration and can be changed by the business administration role. All Potential Duplicate Invoice entries for the selected invoice can be exported. |
| Predefined Routing | A standard document workflow routing path, set up once by the System Administrator and applied to many similar documents by users. An unlimited number of Predefined routing workflows can be set up. |
| Processing Baskets | Prodagio AP: named groups of invoices configured to company business requirements, such as location. Also see "basket". |
| Processor | Prodagio AP: aperson in this role is responsible for acquiring the invoice and routing it for appropriate handling. The Processor role is the key role and “gatekeeper” in most Prodagio AP configurations |
| Properties | See metadata and attributes. |
| Property History | Provides a way to review the complete history of every property in a document, as well as “backtracking” to view when each property change was made. |
| Queue | Prodagio AP: a term applied to invoices “lined up” in the Entry Channel before the invoices are acquired into a Processor dashboard. In the Prodagio AP interface, whenever an invoice is waiting to be acquired into a Processor view, a message such as "12 invoices queued in this basket" displays. |
| Quick Search | Provides searching for All Principal Documents that match entered key words. Displays on the Documents View’s Personal Tab and Cabinets Tab, and can be used to limit the objects displayed on each tab. |
| Reassign | Prodagio AP: routing invoice(s) to another Processor and/or basket for processing, thereby removing it (them) from the original Processor dashboard. |
| Recall | Prodagio AP: removing an invoice from its current, selected routing process. Accessible through the Details dashboard. |
| Recall Approval | Prodagio AP: recalling multiple invoices from their approval routing processes before the invoices have been approved or rejected by the Approver(s). Accessible through the button on the Search tab. |
| Recent Tab | On the Documents View, the Recent Tab displays files the user has most recently accessed, regardless of the file location, including files created, edited or checked out. |
| Recipients | Individual users or groups which receive documents or document tasks sent to them, via routing or Checklists, by other users. Compare with Performers. |
| Recurring Invoice | Prodagio AP: invoices which must be processed at regular intervals, such as monthly, and are submitted automatically at scheduled intervals for processing. |
| Reference Documents | A category of Related Document which you determine to be related to the current document and any other document. Use for any authority or source documents. Reference documents are listed under the Reference tab and may only be imported by Business Administrators. Also see Related Documents. |
| Reference Tab | On the Documents View, the Reference Tab displays the contents of the Reference Cabinet, housing a library of documents that can be viewed, copied by users, attached and associated with other documents. |
| Refresh Checklist | Removes from the selected document all not yet completed Checklist items and any new items from the rebuilt Checklist are added (unless these new items match any of the currently checked items in the Checklist). |
| Reinitialize | Prodagio AP: the process of returning an invoice into the queue to be acquired into an AP Processor view. Reinitializing is a required part of processing invoices created by a Requestor. |
| Reject | Prodagio AP: the process of an Approver not approving an invoice, identifying the reason and sending the invoice back to the Processor. |
| Rejecting Misrouted Invoice | Prodagio AP: a role sending the invoice back to the Processor for any reason. Also ends the invoice workflow. |
| Related Documents | Documents that are related, usually a master (parent/child) or a associated (parallel) relationship. Distinct from Attachment or Amendment. Any document can have multiple relations with other documents and contracts. In Prodagio Contract 6.7, the five types of Related documents are: Master, Subordinate, Reference, Attachment and Amendment, all listed on the Related Documents window of the document dashboard. |
| Reminders | Useful “memory jogs” for yourself or for others to take some action on a particular document. Reminders are “ticklers”, and are not mandatory. See “Managing Reminders” on page 224. Contrast with Obligations. |
| Renditions | A copy of the original document in a different format, such as .PDF. For example, if an original document is stored in MS Word format, the same document saved as an Acrobat .PDF file is considered a rendition of the original. Especially useful for external routing, when control of the document format is required and editable master documents should not be routed. |
| Reopen | Prodagio AP: the process of reopening a group or individual invoices from the Manager’s Search View. Only invoices currently in the Submitted to ERP and Closed state may be reopened.. |
| Repeat (workflow tasks) | A feature of certain Predefined workflows (routing) allowing specific users to force the task to start again and assign the task to a user. Compare with Delegate. |
| Repeating Attribute | A property that can have more than one value. For example, a document’s “authors” property is a repeating attribute because a document can have more than one author. |
| Reports | Prodagio AP, Case and Contract: All standard Prodagio AP reports available to certain roles. These reports display in table or in graph form. See Chapter 8, “Reporting Invoices.” |
| Reports - custom | Unique reports custom-configured for your organization. |
| Reports - Standard | Standard reports available to all users. Additional standard reports can be added. |
| Reports View | Provides access to all standard and custom reports. |
| Repository | A data location that allows users to store both cases and Attachments of any kind—text, graphics, and scanned images, even sound and digital movies. A repository holds both Attachment content and information about each Attachment (metadata), such as its author, subject, and creation date, usable to locate the Attachment. |
| Requesting Transactions | The process of the Requestor role creating transactions for quick processing and payment of check requests, expense reports, purchase orders and requisitions. Requesting invoices by-passes the scanning and indexing processes, but uses Entry Channel logic. Requestors may also immediately approve a newly-created invoice. |
| Requestor | A person in this role who creates a non-PO invoice and begin the invoicing and payment processing. |
| Reset Item | Term used to reopen a completed Checklist item from the Checklist window. |
| Respond | The Coordinator action of returning an invoice back to the sender (usually the Processor) without rejecting or reassigning it. |
| Review Log | Allows reviewing, approving or rejecting a documents outside of the document routing process. All review entries can be viewed by can not be deleted. |
| Role | The job actions that a Prodagio AP person performs. Each role is represented by a dashboard within the user interface in Prodagio AP. Examples roles include Processor, Manager, Approver, and so on. |
| Rush (high priority) | An invoice status indicating accelerated invoice processing. Rush is defined by configuration selections set by the Business Administrator. |
| Scanner | The person's role charged with performing all the actions necessary to optically scan and import paper invoices, readying invoices for subsequent acquisition into Prodagio AP. |
| Schedule | Part of the process of processing Recurring invoices, a Schedule is attached to a Template to control how often the invoice submission frequency. |
| Scheduled Status | A Reminder or Obligation task that is scheduled to occur in the future. No notifications have yet been sent. |
| Score Cards | Score Cards provide a means of tracking and scoring certain properties of a document. For example, Score Cards can be used to track and score the performance of a supplier. Score Card properties are defined by the Template selected and can be created by each logged in user. Each document may have one or more Score Cards. |
| Search | Under the Search view, identify the unique configuration of search parameters and run the Search. |
| Search View | Provides access to all search capability, as well as to all previously saved individual and group searches. |
| Send Email | Sending an invoice (and its image) in an email from various Prodagio AP dashboards, via the client email address book. An email may also be sent from an invoice in Search results. |
| Signature | A signature may consists of: the signature itself, a signatory name, a signatory title, the date signed, and optional descriptive text or any combination of these elements. Signatures are often using during the approval process for documents created by Templates using the Apply Signature to Document icon |
| Signoff | A documented record (usually approval) initiated by entering your log in password. Signoffs may be required for certain tasks during Ad Hoc and Predefined Routing, Checklists and Obligations processing. Documents can also be signed off. |
| Subordinate Document | A category of Related Document which include documents put in an 'inferior' relationship, thereby making the document it is related to its only master. Use Subordinate to relate important related contracts. See Related Documents and Master Document |
| Subscription | Turning on email and My Task notifications to alert the subscriber when a document or documents are changed by any user. |
| System Administrators | Usually IT members, persons who typically are responsible for the installation, updating and troubleshooting of the Documentum database and Prodagio Contract. The System Administrator also creates user IDs and adds or deletes users from permission groups. |
| Tasks | Actions to complete, usually found on your My Tasks view, including Reminders, Obligations and routing action and signing tasks. |
| Templates | A model, previously prepared and stored, used to created new contracts. Templates provide an input form or forms for variable information to be added. Templates are dynamic documents, containing many instances of variable content. |
| Templates Tab | On the Documents View, the Templates Tab displays the contents of the Templates Cabinet, housing a library of Templates used to create contracts. Templates are stored and updated by Business Administrators. |
| Time Entry | Allows contract or document time entry, recording either calendar dates or duration hours, in three detail levels: category, activity and sub-activity. |
| Type | A grouping or categorization of documents that is similar in format, content, and/or purpose. Type is a common metadata property. |
| Uncancel | Making a canceled invoice available for processing again. Available only to certain roles. |
| Unhide | Prodagio AP: unhiding allows viewing of all invoice attributes to all users. |
| User Performance | Provides access to changing the default user display. Available from any View or document dashboard with the Preferences link. Once changed by a user, the changes remain in effect at each log in until changed again by the user. |
| Versions | The version is maintained by Documentum and is not specified by the external source that provides the file. When a document is checked out and checked back into the Documentum system, the option to increment the version may be available depending on the document type and permission level of the user. Versions can be specified as the same version (no incrementing is performed), a minor version (increment Version by 0.1) or a major version (increment version by 1.0). When accessing files with Documentum, most current version is displayed by default; however, users can access previous versions by request. |
| Watermark | Application, updating or removal of a visible watermark displayed over document content in certain client workflows. The System Administrator creates the watermark’s content, form, appearance and position. |
| Workflow Availability | On the My Tasks view, My Tasks Tab, indicating up your availability (I am available) for handling workflow tasks or indicating your unavailability (I am currently set to unavailable) so that your workflow tasks can temporarily bypass you. |
| Workflow Routing Details | The Workflow tab of the Details dashboard listing all past and present routing of the selected invoice. All Workflow entries for the selected invoice can be exported. |
| Workflows | A document dashboard feature listing all workflows currently involving the selected documents. |