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Prerequisite
Access to the My Tasks menu.
Presentation
Tasks are records generated for users to perform specific actions. They are divided into two categories: Execution and Follow-up.
Follow-up tasks do not need to be executed by the user, although they are the user’s responsibility.
Execution tasks must be carried out by the user within a defined deadline.
See details of SoftExpert Physical Archive tasks below.
Execution tasks
Who receives
Users responsible for the repository where the documents associated with the request are filed. These responsible users belong to the same department as the storage location of the repository and have a license to access SoftExpert Archive.
When
When a content query request is sent for approval.
Purpose
To verify whether the request is in order and approve it.
Content query request approval
Who receives
Users responsible for the repository where the documents associated with the request are filed. These responsible users belong to the same department as the storage location of the repository and have a license to access SoftExpert Archive.
When
When a archive copy request is sent for approval.
Purpose
To verify whether the request is in order and approve it.
Copy request approval
Who receives
Users responsible for the repository where the documents associated with the request are filed. These responsible users belong to the same department as the storage location of the repository and have a license to access SoftExpert Archive.
When
When a archive loan request is sent for approval.
Purpose
To verify whether the request is in order and approve it.
Loan Request Approval
Who receives
Users responsible for filing, as defined in the retention schedule associated with the category of the document to be filed.
When
When receipt of the current guide is approved. If, in general parameters, the option “When registering a document, send automatically to the filing task” is enabled and the document is being sent to its first filing stage, this task is generated without the need to issue and receive a transfer guide.
Purpose
To keep a document registered in the system filed in the Current stage.
Current filing
Who receives
Users responsible for filing, as defined in the retention schedule associated with the category of the document to be filed.
When
When receipt of the intermediate guide is approved. If, in general parameters, the option “When registering a document, send automatically to the filing task” is enabled and the document is being sent to its first filing stage, this task is generated without the need to issue and receive a transfer guide.
Purpose
To keep a document registered in the system filed in the Intermediate stage.
Intermediate filing
Who receives
Users responsible for final disposition, as defined in the retention schedule associated with the category of the document that will be associated with a new repository.
When
When receipt of the final disposition guide is approved. If, in general parameters, the option “When registering a document, send automatically to the filing task” is enabled and the document is being sent to its first filing stage, this task is generated without the need to issue and receive a transfer guide.
Purpose
To keep the document under permanent retention, associating it with a new repository so that it remains available for research or information purposes.
Final filing
Who receives
The user who issued a content query request for a archive.
Quando
When the approver rejects the content query request.
Purpose
To make the user aware of the rejection of the request and confirm its receipt.
Rejected content query acknowledgment
Who receives
The user who issued a archive copy request.
When
When the approver rejects the copy request.
Purpose
To make the user aware of the rejection of the request and confirm its receipt.
Rejected copy request acknowledgment
Who receives
The user who issued a archive loan request.
When
When the approver rejects the loan request.
Purpose
To make the user aware of the rejection of the request and confirm its receipt.
Rejected loan request acknowledgment
Who receives
The user who issued a content query request for a archive.
When
When the approver sends the answer to the question submitted by the requester.
Purpose
To make the user aware of the answer sent by the approver and confirm its receipt.
Content query record acknowledgment
Who receives
The user who issued the final disposition guide.
When
When receipt of the final disposition guide is rejected.
Purpose
To perform the necessary corrections to the guide before sending it again for receipt.
Rejected final disposition guide
Who receives
The document owner. Any user belonging to the same department as the document owner (if, in General Parameters, the option “Allow issuance of transfer guide by registration user’s department” is enabled).
When
When a document whose category has Physical Archive control enabled and a retention schedule with a configured Current stage is registered in SoftExpert Document. This task is generated only if the option “When registering a document, send automatically to the filing task” is not enabled in General Parameters.
Purpose
To issue a guide, registering the sending of the document for filing in the Current stage.
Current guide issuance
Who receives
If the retention schedule associated with Physical Archive control for the document category has the Intermediate stage configured, this task is generated for the filing responsible defined for the Intermediate stage.
If the schedule does not have the Intermediate stage configured but has the Current stage, this task is generated for the document registration user or any user belonging to the same department (if the option “Allow issuance of transfer guide by registration user’s department” is enabled).
If the schedule has neither Current nor Intermediate stages configured, the task is generated for the filing responsible defined in the Final Disposition tab.
When
When a document whose category has Physical Archive control enabled and a retention schedule with the Final Disposition tab configured as the first filing stage is registered in SoftExpert Document. This task is generated only if the option “When registering a document, send automatically to the filing task” is not enabled.
When the retention period of the previous filing stage (Current/Intermediate) has expired.
Purpose
To issue a guide, registering the sending/move of the document to its final disposition.
Final disposition guide issuance
Who receives
If the retention schedule associated with Physical Archive control for the document category has the Intermediate stage configured, this task is generated for the filing responsible defined for the Intermediate stage.
If the schedule does not have the Intermediate stage configured but has the Current stage, this task is generated for the document registration user or any user belonging to the same department (if the option “Allow issuance of transfer guide by registration user’s department” is enabled).
If the schedule has neither Current nor Intermediate stages configured, the task is generated for the filing responsible defined in the Media Recording tab.
When
When a document whose category has Physical Archive control enabled and a retention schedule with the Media Recording tab configured as the first filing stage is registered in SoftExpert Document. This task is generated only if the option “When registering a document, send automatically to the filing task” is not enabled.
When the retention period of the previous filing stage (Current/Intermediate) has expired.
Purpose
To issue a guide, registering the sending/move of the document for media recording.
Media recording guide issuance
Who receives
If the retention schedule associated with Physical Archive control for the document category has the Current stage configured, this task is generated for the document registration user or any user belonging to the same department (if the option “Allow issuance of transfer guide by registration user’s department” is enabled).
Otherwise (if the Intermediate stage is the first filing stage), this task is generated for the filing responsible defined for the Intermediate stage.
When
When a document whose category has Physical Archive control enabled and a retention schedule with the Intermediate stage as the first filing stage is registered in SoftExpert Document. This task is generated only if the option “When registering a document, send automatically to the filing task” is not enabled.
When the document’s retention period in the Current stage has expired.
Purpose
To issue a guide, registering the sending/move of the document for filing in the Intermediate stage.
Intermediate guide issuance
Who receives
The user who is issuing the request.
When
When a content query request is not sent for approval.
Purpose
To alert the user about an existing content query request that must be sent for approval.
Content query request issuance
Who receives
The user who is issuing the request.
When
When a archive copy request is not sent for approval.
Purpose
To alert the user about an existing archive copy request that must be sent for approval.
Archive copy request issuance
Who receives
The user who is issuing the request.
When
When a archive loan request is not sent for approval.
Purpose
To alert the user about an existing archive loan request that must be sent for approval.
Archive loan request issuance
Who receives
Users responsible for final disposition, as defined in the retention schedule associated with the category of the document that will be sent to an external archive.
When
When receipt of the final disposition guide is approved. If, in General Parameters, the option “When registering a document, send automatically to the filing task” is enabled and the document is being sent to its first filing stage, this task is generated without the need to issue and receive a transfer guide.
Purpose
To keep the document under permanent retention by sending it to an archive located outside the organization, so that it remains available for research or information purposes.
Send to external archive
Who receives
Users responsible for final disposition, as defined in the retention schedule associated with the category of the document to be eliminated.
When
When receipt of the final disposition guide is approved. If, in General Parameters, the option “When registering a document, send automatically to the filing task” is enabled and the document is being sent to its first filing stage, this task is generated without the need to issue and receive a transfer guide.
Purpose
To dispose of the archive, electronic file, or document record that has no secondary value for the organization.
Disposal
Who receives
Users responsible for registering media recording, as defined in the retention schedule associated with the category of the document whose media recording will be registered.
When
When receipt of the media recording guide is approved. If, in General Parameters, the option “When registering a document, send automatically to the filing task” is enabled and the document is being sent to its first filing stage, this task is generated without the need to issue and receive a transfer guide.
Purpose
To keep a record of media recording for documents registered in SoftExpert Document.
Media recording
Who receives
The user who issued the media recording guide.
When
When receipt of the media recording guide is rejected.
Purpose
To perform the necessary corrections to the guide before sending it again for receipt.
Rejected media recording
Who receives
The user who issued the current guide.
When
When receipt of the current guide is rejected.
Purpose
To perform the necessary corrections to the guide before sending it again for receipt.
Rejected current guide
Who receives
The user who issued the intermediate guide.
When
When receipt of the intermediate guide is rejected.
Purpose
To perform the necessary corrections to the guide before sending it again for receipt.
Rejected intermediate guide
Who receives
Users responsible for filing in the Current stage, as defined in the retention schedule associated with the document category.
When
When a current guide is issued.
Purpose
To verify whether the documents contained in the guide are correct and confirm their receipt.
Current guide receipt
Who receives
Users responsible for filing, as defined in the Final Disposition tab of the retention schedule associated with the document category.
When
When a final disposition guide is issued.
Purpose
To verify whether the documents contained in the guide are correct and confirm their receipt.
Final disposition guide receipt
Who receives
Users responsible for registering media recording, as defined in the retention schedule associated with the document category.
When
When a media recording guide is issued.
Purpose
To verify whether the documents contained in the guide should actually be recorded on media and confirm their receipt.
Media recording guide receipt
Who receives
Users responsible for filing in the Intermediate stage, as defined in the retention schedule associated with the document category.
When
When an intermediate guide is issued.
Purpose
To verify whether the documents contained in the guide are correct and confirm their receipt.
Intermediate guide receipt
Who receives
Users responsible for the repository to which the loaned documents belong. These responsible users belong to the same department as the storage location of the repository and have the Archive permission granted in the security of the document in question.
When
When a loaned document is sent to the user who requested it.
Purpose
To monitor the return deadline and register the return of the document.
Original retrieval in loan
Who receives
Users responsible for the repository where the documents associated with the inquiry record are filed. These responsible users belong to the same department as the storage location of the repository and have a license to access SoftExpert Physical Archive.
When
When a content query request is approved, but its answer is not sent to the requester.
When a content query record is completed, but its answer is not sent to the requester.
Purpose
To allow the executor to check whether the provided answer is correct and, if necessary, make adjustments before sending it to the requester.
Inquiry record
Who receives
Users responsible for the repository where the documents associated with the copy record are filed. These responsible users belong to the same department as the storage location of the repository and have a license to access SoftExpert Physical Archive.
When
When a archive copy request is approved, but the copies made are not sent to the requester.
When a archive copy record is completed, but the copies made are not sent to the requester.
Purpose
To allow the executor to verify whether the copies made are in order before sending them to the requesting user.
Copy record
Who receives
Users responsible for the repository where the documents associated with the loan record are filed. These responsible users belong to the same department as the storage location of the repository and have a license to access SoftExpert Physical Archive.
When
When a archive loan request is approved, but the requested documents are not sent to the requester.
When a archive loan record is completed, but the requested documents are not sent to the requester.
Purpose
To allow the executor to perform the necessary checks before sending the documents to the requesting user.
Loan record
Follow-up task
Who receives
Users responsible for the repository where the documents associated with the loan record are filed. These responsible users belong to the same department as the storage location of the repository and have a license to access SoftExpert Physical Archive.
When
When a archive loan request is approved, but the requested documents are not sent to the requester.
When a archive loan record is completed, but the requested documents are not sent to the requester.
Purpose
To allow the executor to perform the necessary checks before sending the documents to the requesting user.
Received loaned document
Conclusion
These are the tasks in SoftExpert Archive. They disappear from the Tasks menu as they are executed or closed.