Module «Outgoing Documents»

The module is designed to automate the process of working with outgoing documents: approval, signing, registration, sending.

Roles 

Executor	Employee creating the document in the system.
Approver	Employees approving the document.
Signatory	Employee signing the document.
Accounting Department	Accounting department employees registering the document.

Organizational Structure Groups Where Users Must Be Added 

Accounting Department

Outgoing Documents Technologist

Statuses 

Draft	Document created by the Executor but not submitted through the process
Revision	After approval or signing, the document was sent for revision to the Executor.
Approval	Approval of the document by the employee selected in the card during the document creation stage.
Signing	Signing of the document by the employee selected in the card during the document creation stage.
Scanning	Document registration.
Sending	The Executor marks the fact of sending the document to the addressee in the card.
Active	Document is registered.
Canceled	Sending the document is not advisable. Document is canceled.

Available Workspace 

The module is available in the workspace Clerical work.

Creating an Outgoing Document 

Creating an outgoing document is possible using the quick create button:

or from the journal «Outgoing Documents»:

The Outgoing Document creation form becomes available on the screen:

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

Reporting;

Letter;

Miscellaneous;

Accounting.

Creation Date is automatically filled with the current date.

Be sure to select a correspondent from the «Counterparties» directory.

Upload a file to the content section.

Specify the legal entity, delivery type, and brief content, the case code - from the Nomenclature of Cases directory.

If necessary, specify a link to an incoming document, number of sheets, and number of attachment sheets, note.

In the «Document Processing» section, select the Approver and Signatory from the Organizational Structure (only one employee can be selected).

Executor is automatically filled by default based on the data of the user creating the document. Can be edited using the «Change» button.

Note

Registration number will be assigned at the Registration stage after signing.

To submit the document for processing, click the «Create» button. The task «Approval» is assigned to the approver selected in the card. A notification is sent to the approver.

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 submitted for processing after filling in the mandatory attributes.

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

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

Outgoing Document Card with Widgets 

Details about widgets.

Working with the Outgoing Document at Different Statuses 

You can navigate to the Outgoing Document in any status in one of three ways:

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

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

by following the link from the received notification.

Details about tasks.

Approval 

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

In the «Approval» status, the following task completion options are available:

«Send for Revision» - send to the Executor for revision. Add a comment. The document will move to the «Revision» status. A notification will be sent to the document Executor.

«Approve» - The document moves further along the business process. The task «Signing» is assigned to the signatory selected in the card. A notification is sent to the signatory.

Signing 

The document is signed by the employee selected in the card during the document creation stage.

In the «Signing» status, the following task completion options are available:

«Send for Revision» - send to the Executor for revision. Add a comment. The document will move to the «Revision» status. A notification will be sent to the document Executor.

«Sign» - The document moves further along the business process. The task «Scanning» is assigned to the Accounting Department group. A notification is sent to the Accounting Department.

Revision 

Document revision is available to the Executor.

In the «Revision» status, the Executor has the following task completion options available:

The Executor makes changes to the document based on comments left by Approvers or the Signatory, using the actions «Edit Properties» and «Edit Document», and clicks «Revised». A comment can also be added in the «Comment» field. The document returns to the status from which it was sent for revision - «Approval», «Signing».

Registration 

The document is registered by an Accounting Department employee.

In the «Registration» status, the document must be assigned a registration number and registration date automatically or manually.

By default, the document will be registered with the current date. To select a different date, select the checkbox «Register with a different date» and specify the date:

With the «Generate» checkbox selected, the number will be assigned to the document automatically. To assign the number manually, clear the checkbox and specify the number:

Click «Register».

The document moves further along the business process. The task «Sending» is assigned to the Executor. A notification is sent to the Executor.

Sending 

Sending the document is available to the Executor.

The Executor sends the document and clicks «Sent» to complete the task:

The document will move to the final status «Active».

Module «Outgoing Documents»

Business Process Diagram 

Roles 

Organizational Structure Groups Where Users Must Be Added 

Statuses 

Available Workspace 

Journal 

Creating an Outgoing Document 

Outgoing Document Card with Widgets 

Working with the Outgoing Document at Different Statuses 

Approval 

Signing 

Revision 

Registration 

Sending 

Actions with the Outgoing Document 

Main Actions 

Cancel 

Create Assignment 