Skip to content

Dossiers

For managers (role Management): a dossier is a saved selection of your documents — "Steuern 2026", "Expenses Q3", "Car ZH 12345". It stores not the documents but which ones belong in it. A receipt scanned tomorrow is therefore in "Steuern 2026" tomorrow, without anyone adding it.

You can look at a dossier, download it as an Excel sheet or a zip, and share it by email with someone outside the company — your accountant, say.

The list shows each dossier's Type: Custom for one you made, Request for the dossier a document request keeps for itself. It sorts by a click on a column's name; a second click reverses the order.

The search field above the list finds a dossier by name, filter or type. In an open dossier, the search field above the documents finds a document by anything its row shows — shop, date, amount, category, tags; it only narrows what you see, the Excel file and the zip still hold the whole dossier.

Creating a dossier

  1. In the sidebar, Dossiers, then New dossier.
  2. What: a name, the kinds of document (none ticked means all) and the period — a year, from–to, or any time.
  3. Filters (all optional): categories, tags (click one of those in use, or type one; any or all of them), how the documents came in (scan app, email, upload), who sent them, a shop or sender. By default a dossier holds only documents that are done; Include documents that need attention adds those that failed, wait, or were not read completely.
  4. Grouping: by kind, year, month, quarter, category, person or tag, up to two levels — by month, then by category, for example. The list, the spreadsheet and the zip's folders follow it.
  5. Save dossier — it opens right away.

Which date counts

The period goes by the date on the document (on the receipt, on the invoice). A document without one counts on the day it arrived. A receipt of 30 December 2025 sent in January 2026 is therefore in 2025.

Looking at a dossier

  • Documents: the documents in their groups; a click opens one — the original beside what mScan read, with its downloads, Edit data and Recreate receipt sheet; Open document leads to its full page (history, filing again, deleting). Groups fold away. A click on Document, Type, Date, Total or Category sorts the documents within each group (again to reverse); the groups keep their order, and ← / → on a document follow the sort.
  • Spreadsheet: one row per document — date, type, sender, description, total, currency, VAT, paid with, category, tags, received, file name. When the dossier holds only receipts and invoices, switch to A row per VAT rate at the top: a receipt with 8.1% and 0% then becomes two rows with the amount, rate, VAT and net of each rate — handy for bookkeeping by VAT rate. The setting also applies to the Excel download, the zip and everyone the dossier is shared with.

Duplicates: copies of one receipt in the dossier are marked Likely duplicate, and the Duplicates tab shows them together, the original first (← / → step through them); Leave out duplicates leaves every later copy out at once (the earliest stays), and each can be put back.

By hand: when the filter catches a document that does not belong, leave it out with the eye icon; it is then listed under Left out by hand and Put back returns it. When the filter misses one that does belong, add it with Add a document.

Downloading

  • Excel: the spreadsheet as .xlsx — dates as real date cells, amounts as numbers.
  • Download zip: every document, one folder per group. You choose what goes in: the result PDFs (receipt sheet or processed PDF), the originals, the receipt sheets and the spreadsheet. A large dossier takes a moment; your browser saves the zip once it is ready.

Sharing it

  1. In the dossier, Share at the top (it reads Shared with 2 once shared). The dialog lists who has access, with Send link again and Revoke access, above the form to add someone.
  2. Enter the email address and choose the access:
    • Read — look and download;
    • Edit — also correct what mScan read (Edit data) and make the receipt sheet again.
  3. Optionally set an Expiration date: access ends at the end of that day. Without one, access lasts until you revoke it.

mScan emails the address a link. The person signs in with that address — mScan sends them a code, no password is needed — and sees this dossier only: no other documents, no settings, never deleting or filing. What they see: Opening a shared dossier. The email goes out in the invited person's language, else in your company's — see Language and appearance.

Access is checked again on every click. Revoke it (Revoke access), or let a document drop out of the filter, and the person no longer sees it — at once. Send link again sends the link again.

Who has access?

Company → Access lists every address your company's dossiers are shared with: which dossier, Read or Edit, until when, who shared it, when it was last opened. Change the access, send the link again or revoke it there. Every one of these steps is in the audit log, as is every zip downloaded.

Changing and deleting

Edit changes the name, the filter and the grouping; the dossier shows what matches now. Delete (top right) deletes only the dossier and ends every share — the documents stay where they are.

Archive keeps a dossier you no longer need every day out of the way: it moves from the list to the Archived tab (shown once there is one), and its page says since when. Its sharing stays as it is — an accountant it is shared with still sees it. You choose how:

  • Archive only — it keeps collecting: documents that match its filter later still join it.
  • Archive and freeze — it keeps exactly the documents it holds now; nothing new is added. Its page says Archived and frozen at … and how many documents it kept. Adding a document by hand or leaving one out still works.

Unarchive on its page returns it to the list; a frozen dossier then collects new documents again.