Registry and labels

Audience

The registry clerk, office assistant or anyone who logs incoming and outgoing correspondence. Filing one document takes under a minute.

The registry is the PLANA DMS Registry extension on top of the Documents module. It adds four fields and label printing to every file:

Field	What it is
Document Type	Incoming, Outgoing or Inner. Choosing it files the document in the registry
In/Out Number	Given by the system at filing, e.g. IN/2609/0014
Correspondent	The sender of an incoming document, the recipient of an outgoing one
Project	The project the document belongs to

A file without a document type is not filed and has no number - it is an ordinary file in Documents.

Filing an incoming document

1. Scan the document.
2. Documents, Files, pick the directory (e.g. "Registry / Incoming") and upload the file (see Uploading).
3. Open the file. The registry block sits above the content.
4. Document Type: Incoming Document.
5. Correspondent: who sent it. Pick the contact or create a new one.
6. Project: optional.
7. Save. The In/Out Number appears, e.g. IN/2609/0014.
8. Click Print Label and stick the label on the paper original.

Outgoing and inner documents are filed the same way - choose Outgoing Document (number OUT/…) or Inner Document (number INR/…, for internal orders, minutes and memos).

Check the type before saving

The number is given once, on the first save with a type chosen. After that the Document Type field becomes read-only: the type can neither be changed nor cleared, because the number is already on paper. If you chose the wrong type, archive the document and file it again with the right one.

How the number is built

IN/2609/0014:

• IN - the type (IN incoming, OUT outgoing, INR inner);
• 2609 - year and month the file was created (September 2026);
• 0014 - the running number within the type. The counter is shared by the type and carries on from month to month.

Each company in the database can have its own prefix (e.g. TKBG-IN/) with a separate counter - see Setup, step 8. The same number cannot repeat within one company.

The registry as a list

Documents, Files, switch to the list. With the extension the list shows the columns In/Out Number, Document Type, Correspondent and Project - this is the registry log. Hide or show columns from the icon at the right end of the header row.

Useful views:

What you need	How
All incoming documents for the month	Filter Incoming + a creation date filter
All correspondence with one partner	Type the name in the search, pick "Search Correspondent for"
A document by number	Type the number (or part of it), pick "Search In/Out Number for"
Documents per project	Group By, Project
Breakdown by type	Group By, Document Type

Export the registry to Excel from the list: select the rows, Action, Export.

Every change to the type, number, correspondent and project is logged in the file's chatter - who and when.

Printing a label

The label ties the paper to the system: the number, the date and the correspondent are on the original, and the QR code opens the file in the system when scanned with a phone (after login).

One label for one document - from the open file, the Print Label button at the top.

One label each for several documents - select the files in the list, then Print, Document Label. Each file is a separate page.

Several copies (e.g. for the original and a copy) - select the files, Action, Print Labels. In the dialog set Labels for each document and click Print. A line with 0 is not printed.

The result is a PDF at the exact label size. Print it on the label printer with the paper size equal to the chosen format and 100% scale (no "Fit to page").

What goes on the label, the format and the code type are set under Documents, Configuration, Label Settings - see Setup, step 9.

Where the label's partner comes from

If the document has a Correspondent, that is printed. If not, but the file is attached to a record (invoice, order, contact), the partner of that record is printed. The date is the file's creation date.

Common messages

Message	Cause and fix
The type of a document that already has a registry number cannot be changed	The document is filed. Archive it and file a new one with the right type
The file … has no value for the barcode	The field chosen as Barcode Content is empty for this file - e.g. the registry number is encoded but the file is not filed. File it or change the barcode content
The value … cannot be encoded as EAN13	EAN13, EAN8 and UPCA take digits only. Choose QR or Code128 in the label settings
There is no numbering for … documents	The numbering for this type was deleted or archived. Contact the administrator
The label prints blank or on two pages	The printer uses a scale other than 100% or another paper size. Check the driver settings

See also

• Setup - rights, storage, numbering and labels.
• Working with documents - upload, search, sharing, archiving.