Task:
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Intermediate form issuance
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Who is notified:
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▪If the record retention schedule associated with "Archive" control of the document category has the Current step configured, this step will be generated for the user who registered the document, or for any user who belongs to the same department (if the "Enable record user's department to issue transfer form" option is checked in the general parameters). ▪Otherwise, (if the step in question is the first archiving step of the document) this task will be generated for the responsible user for the archiving, defined for the Intermediate step. |
When:
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▪A document, whose category has the "Archive" control enabled and a record retention schedule with the "Intermediate" tab duly configured as the first archiving step associated to it, is registered in SE Document. This task will only be generated if the "Automatically send document to the archiving task after saving it in the system" option is not checked in the general parameters. ▪The retention deadline of the document in the "Current" step has expired. |
Purpose:
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Issue a form, registering document sending/edition for archiving in Intermediate step.
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How to execute this task:
1.
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In the list of pending records, select the document whose transfer form will be issued. If you wish to select more than one document in the list of records and issue them in the same transfer form, they must have the same record retention schedule with the same revision associated with its category. Such information can be viewed through the "Record retention schedule" and "Revision" columns on the list of records.
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2.
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After that, click on the  button on the toolbar.
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3.
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At this point, the system will display the transfer form screen.
The ID # field is filled out by the system with a sequential number and may not be edited. The Deadline field is filled out by the system with the deadline set in the record retention schedule, and it is possible to edit it. In this case, select the date until which the intermediate form must be received.
The following tabs are also available:
Send
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Responsible
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Displays the name of the user who is issuing the transfer form.
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Date
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Displays the date on which the transfer form is being issued. After the issuance, the field next to it is filled out with the time when this operation was performed.
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Opinion
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Fill out this field to record a comment on the issuance of the transfer form.
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Receiving
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The fields in this section will only be available to be filled out when the transfer form is received by the responsible user.
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This tab displays the data of the documents whose transfer form is being issued: category, ID # and title. Click on the  button to view the data screen of the selected document. View specific documentation of the SE Document component for further details on the data screen of a document.
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4.
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Save the record. At this point, the system will question if you wish to preview the report. Choose the desired option:
▪OK: The transfer form will be sent for receiving and a report on it will be displayed, enabling printing. ▪Cancel: The Intermediate form receiving task will be generated for those who are responsible for it, and the printing report will not be displayed. |
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