Issuing transmittal forms

To issue a document transmittal form, be it an input or output one, access the Management

Document transmittal form menu. Perform the following steps:

1.In the Type filter of the search filters panel, select the type that will classify the transmittal form.

2.Once done, the

button will be enabled on the toolbar. Click on the arrow next to it and select the option that corresponds to the document transmittal form event: Document output and Document input. These options will be enabled according to the configurations made in the "Control" tab of the previously selected type.

3.At this point, the document transmittal form data screen will be opened. The fields displayed and enabled will vary according to the nature and event configured in the type.

4.Enter an ID # and a tile for the form, or, use the arrow next to this field to generate an automatic ID #.

If the identification mask use has been configured in the document transmittal form type, when the ID # is generated, the corresponding mask will be displayed. In this case, the ID # generated through the mask may only be edited if the "Enable ID # change" option is checked in the document transmittal form type.

Type: Displays the transmittal form type selected in the search filter, but it is possible to edit it. In this case, select the type that will classify the transmittal form.

Status: Displays the status of the transmittal form. As long as it is not "Closed", it will remain under "Issue" status.

Event type: Displays the event type configured in the document transmittal form type that corresponds to the transmittal form being issued: input or output.

Movement mode: Displays the mode of the event configured in the document transmittal form type. If the "Both" option is configured, the user can select if the event nature will be Internal or External.

Comments: Fill out this field to record comments related to the transmittal form.

The Sender and Addressee fields will vary according to the transmittal form event type:

Output

Sender

The Department and Responsible fields will be filled out according to the definitions set in the type that classifies the transmittal form, and it is possible to edit them. In this case, select, in the respective fields, the department and the user responsible for issuing the documents related to the transmittal form.

Addressee

The displayed fields will also vary according to the mode of the transmittal form event:

▪Internal: Select the destination Department and who is the Responsible for receiving the documents associated with the transmittal form.

▪External: Select the addressee Company (SE Administration) and how to contact the person who is responsible for receiving the documents associated with the transmittal form.

Input

Sender

The displayed fields will also vary according to the mode of the transmittal form event:

▪Internal: Select the Department and who is the Responsible for issuing the documents associated with the transmittal form.

▪External: Select the addressee Company (SE Administration) and how to contact the person who is responsible for issuing the documents associated with the transmittal form.

Addressee

The Department and Responsible fields will be filled out according to the definitions set in the type that classifies the transmittal form, and it is possible to edit them. In this case, select, in the respective fields, the department and the user responsible for receiving the documents related to the transmittal form.

6.The Attribute tab will only be displayed if at least one attribute is associated in the Attribute tab of the transmittal form type. In that case, enter the values of the displayed attributes. Those that are required must mandatorily have their values filled; whereas blocked attributes will be filled by the system with the default value defined when associating them to the transmittal form type. The way to fill out an attribute varies according to the configurations established during its registration.

7.The Checklist tab will only be displayed if an input/output checklist was associated in the "Control" tab of the document transmittal form type.

In order to answer the checklist questions, select the desired option: Yes, No or N/A. The answers may have already been selected by the system according to the standard defined when recording the checklist. Moreover, filling in the Comments fields may be mandatory or not, also according to the configurations established when creating the checklist.

9.At this point, the "Details" tab will be enabled. This tab is divided in two sections:

This section displays the documents that will be issued to the addressee of the document transmittal form. On the side toolbar, the following buttons are available:

	Click on this button to add a new document and associate it with the transmittal form. On the screen that will be displayed, select the category that will sort the document and save the selection. Then, enter the ID # and the Title of the document, as well as the other required fields. Refer to the Adding new document section for more information on how to perform this operation.
	Click on this button to edit the transmittal method, the reason and the deadline of a document selected from the list of records.
	Click on this button to associate a previously registered document with the transmittal form. See more information in the Associating documents with the transmittal form section.
	Click on this button to disassociate the document selected in the list of records from the transmittal form.
	Click on this button to view the electronic file of the document selected in the list of records of the structure.

Attachment

Through this section, itis possible to add, delete, download and view the attachments that will be issued to the addressee of the transmittal form. For further details on how to add attachments to the record, see the Adding attachments section.

After filling in all the necessary fields, save the record. When the documents associated with the document transmittal form are actually sent to the addressee, the document transmittal form should be closed. For further information on this operation, see the Finishing a transmittal form section.

To return the documents, the destination for the output document needs to have an input document registered. The company/department that is returning the documents must be the same as in the output document and the revision numbers of documents that are returning must be the same as the ones in the documents that were sent. The reason of the documents that are returning must have the check-in control configured. Once the document input is closed, the return information entered on the data screen will be updated.