What's new in fileee? We've added new features to the web app! You can now store documents in an audit-proof way with just one click, there is now also a document history and new cool extras in the filter settings.
In the last update: Our June updates - The new search , we already teased that there will be a document history and we will also take care of the "Audit-proof filing" feature. We have now done that during the summer and also improved the search at the same time. The innovations in detail:
For self-employed persons and companies of all sizes, there are retention guidelines for documents relevant to accounting. As part of the GOBD guidelines , it must be ensured, among other things, that certain documents can be stored in an audit-proof manner, i.e., in an unchangeable manner and without the possibility of early deletion.
With the new"Audit-proof storage" function (available in the business tariffs from PREMIUM), every document can be archived in fileee in an audit-proof manner at any time. Some documents only need to be stored for 6 years, while others need to be stored for 10 years. Once the selection has been made and the action has been performed, it cannot be undone, of course.
The decisive factor for revision security is that deletion and editing of the document must no longer be possible from the time of storage. Any other action on the document and changing the metadata, setting tags, sharing, etc. remains possible, of course.
The entries for editing, extracting and deleting pages from the document are particularly relevant here for audit security. Therefore, we have now added the document history (available in all tariffs from PREMIUM). After uploading to the DMS, the pages of the analog original must be retained unchanged or be traceable, so that the change does not alter the content of the document:
The history also allows the original file to be downloaded at any time, thus always proving the form in which the document was uploaded. In conjunction with the history, this function enables, for example, blank pages to be deleted from a document and the document then to be stored in an audit-proof manner. In this way, the history can be used to prove at any time that a blank page was deleted and the original file is also available as proof:
Note: Further versioning of documents is not necessary to meet GOBD requirements in fileee, as currently no changes can be made "in the document itself" or on its pages (e.g. putting stamps or texts on the document).
Invoices can now be easily filtered by paid/unpaid! We have extended the information of the metadata for document types. This means: In the filters of the search, there are now more filter options through this data. For example, under the type "Invoice" it is now possible to filter by certain parameters such as invoice number, the "paid" status, customer number and invoice date:
This also provides more editing options in the Multi-Edit. Earlier this year, we introduced this option as a new feature: Our February Updates - Multi-Edit is here. With this update, the extension now follows. Equivalent to the new filter options, the respective information of the document type can now also be edited when editing the meta information in Multi-Edit:
How do you like the new update? Check out the new features directly in fileee. We are looking forward to your feedback. Especially our business users will be happy about this update. In addition to audit-proof storage and document history, the initial version must be accessible as a comparison after uploading a document to the DMS in case of doubt. With these three new components in fileee, we now enable audit-proof archiving according to GoBD guidelines.
We have explained the GoBD guidelines and audit-proof filing in more detail in our new "Digitization" infopanel:
More about the GoBD guidelines →
More on audit-proof archiving →
The next update is already in the starting blocks. We are already working on other exciting innovations such as a better Lexoffice and a new DATEV link. Stay tuned!
