Task:
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Intermediate form receiving
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Who is notified:
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Users responsible for archiving on the "Intermediate" step, defined in the record retention schedule associated with the document category.
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When:
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The intermediate document is issued.
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Purpose:
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Verify if the documents contained in the form are correct and confirm receiving.
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How to execute this task:
1.
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In the list of pending records, select the intermediate form that will be received.
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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 # and Title fields are filled in by the system with the respective information of the form. The receiving deadline was set in the record retention schedule associated with the category of the document to which the form refers, or during the issuing of the form.
In the Receiving section of the General tab, select the "Yes" option to approve or the "No" option to reject the receiving of the transfer form and enter an opinion on it. If the option checked in the Approve field is "No", filling out this field will be mandatory.
See below a detailed description for each displayed tab:
Send
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The fields of this section were filled out by the system during the issuance of the transfer form and will be available only for viewing.
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Receiving
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Approve
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Select the "Yes" option to approve or the "No" option to reject the receiving of the transfer form.
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Responsible
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Displays the name of the user who is receiving the transfer form.
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Date
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Displays the date on which the transfer form is being received. After receiving the form, 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 receiving of the transfer form. If the option checked in the "Approve" field is "No", filling out this field will be mandatory.
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This tab displays the data of the documents related to the transfer form: 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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After filling out the necessary fields, save the record:
▪If the transfer form is rejected, the Rejected intermediate form task will be generated for those responsible for it. ▪If the transfer form is approved, the system will question if you wish to preview the printing report. Choose the desired option: oOK: The intermediate form will be available for archiving and a report on it will be displayed, allowing for it to be printed. oCancel: The Intermediate archiving task will be generated for those responsible for it, and a report will not be generated.
If the "Change document permission after receiving the transfer form" option is checked in the Configuration  General parameters menu Physical file tab, when the receiving is executed, only the users responsible for the archiving step can edit its data.
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