Incoming Documents Module 

The module is designed to automate the process of working with incoming documents: registration, sending for review and execution.

Roles 

Manager	The manager selected during the card creation stage who issues a resolution on the incoming document.
Assignees	System users selected during the card creation stage or assigned by the Manager via resolution to process the document.

Statuses 

Pending Resolution	The document has been sent to the manager for issuing a resolution.
In Progress	The document is assigned to assignees directly or through the manager’s resolution.
Completed	The document has been processed according to the resolution.

Available Workspace 

The module is available in the workspace Clerical work.

Creating an Incoming Document 

Creating an incoming document is possible either using the quick create button:

or from the «Incoming Documents» journal:

The form for creating an Incoming Document becomes available on the screen:

In the «General» section, select the document type from the available options:

Letter from supervisory authorities;

Letter;

Miscellaneous;

Accounting.

Be sure to fill in the following fields:

Date Received is set to the current date by default, can be changed;

Correspondent from the «Counterparties» directory;

File according to the established file nomenclature from the «File Nomenclature» directory;

Department from the Organizational Structure;

Recipient;

Letter Author.

Upload a file to the Content section.

Additionally, specify Summary, Number of Sheets, Number of Attachment Sheets, Original Location, Number of Copies, Note, Delivery, Link to Outgoing Document.

In the «Resolution» section, the document can be sent to the manager for review:

check the box «Resolution Required»;

select a Manager from the Organizational Structure (only one employee can be selected).

Then the task «Pending Resolution» is assigned to the Manager selected in the card. A notification is sent to the manager.

Or the document can be sent directly for execution – select Assignees from the Organizational Structure (multiple employees can be selected) and specify a Resolution.

Then the task «In Progress» is assigned to the Assignees selected in the card. A notification is sent to the assignees.

To send the document for processing, click the «Create» button. The document will be assigned a registration number.

If it is not possible to fill in all mandatory attributes, the document can be saved with the status «Draft». To do this, click «Save». Subsequently, the draft can be edited, saved again, or sent for processing after filling in the mandatory attributes.

All documents created in the System (including those with the «Draft» status) are displayed in the «Correspondence - Incoming» journal.

If the «Cancel» button is clicked, the creation form closes without saving the document in the System.

Incoming Document Card with Widgets 

Details about widgets.

Working with an Incoming Document in Various Statuses 

You can navigate to an Incoming Document in any status in one of three ways:

by opening a task in the «Current Tasks» Journal;

by opening the document in the «Incoming Documents» Journal;

by following the link from the received notification.

Details about tasks.

Approve Resolution 

Resolution - a written instruction from the manager on the procedure for executing or using the document.

The resolution is approved by the Manager selected in the card during the document creation stage.

In the «Pending Resolution» status, it is mandatory to enter the resolution text, select an Assignee, optionally you can set a deadline and execution priority, and click «Approve»:

The document will transition to the «In Progress» status. A notification will be sent to the selected assignees of the document.

Execute 

The document is executed by employees selected in the card during the document creation stage or employees assigned by the manager in the resolution.

The assignee executes the instructions specified in the resolution, adds a comment if necessary, and clicks «Completed».

The document will transition to the final status «Completed».

Incoming Documents Module 

Business Process Diagram 

Roles 

Statuses 

Available Workspace 

Journal 

Creating an Incoming Document 

Incoming Document Card with Widgets 

Working with an Incoming Document in Various Statuses 

Approve Resolution 

Execute 

Actions with an Incoming Document 

Basic Actions 

Create Assignment 