Passes Module

The module is designed for issuing and tracking passes.

Business Process Diagram

Roles

Initiator	A user with the right to create a pass.
Records Manager	Employees belonging to the ‘Records Managers’ group and, accordingly, included in the role with the same name, who approve the pass.

Organizational structure groups to which users must be added

• Records Managers

Statuses

Pass Order	After creating a pass when sending the ‘Pass Issuance’ task.
Pass Ordered	Upon approval in the ‘Pass Issuance’ task.
Pass Denied	Upon rejection in the ‘Pass Issuance’ task.

Available Workspace

The module is available in the workspace Corporate Portal.

Journal

Passes are available for viewing in the “Pass Applications” journal:

Pass Card with Widgets

Details about widgets.

Creating a Pass

Creation is possible either using the quick create button:

or from the «Passes» journal:

The form for creating a Pass becomes available on the screen:

Fill in the mandatory fields marked * and click «Create».

The system creates a task «Pass Issuance», which is assigned to employees belonging to the «Records Managers» group and, accordingly, users included in the role with the same name.

The task remains active until any of the assigned employees is the first to make a decision to approve or deny the pass issuance.

Task «Pass Issuance»

The Records Manager can navigate to the Pass in status «Pass Order» in any of the following ways:

• from the received notification;

• from the «Current Tasks» journal;

• by opening the pass in the «Passes» journal.

Details about tasks.

The Pass card opens in a separate tab:

The assignee in the «My Tasks» widget makes a decision and clicks «Issue» or «Deny».

When denying, the «Comment» field is mandatory.

The pass transitions to the final status «Pass Ordered» or «Pass Denied», respectively.

Actions with a Pass

Create Assignment

An assignment can be created from the document card by selecting the action «Create Assignment». See details: Creating an assignment from the card