Prerequisites

• Request registered by the requesting user.
• Approval permission for the repository where the document is archived.
• Access to approval tasks in the My Tasks menu.

Overview

Physical file requests may require approval before being fulfilled, depending on the organization’s configuration.

By approving or rejecting the Request, the responsible approver evaluates the presented need and authorizes (or denies) the execution of the requested service.

There are three types of approval, each corresponding to the type of Request submitted:

• Content Query Request Approval: used when the user requests access only to the content of a physical document. The approver must validate whether the query is allowed, ensuring the integrity and confidentiality of the archive.
• Physical File Copy Request Approval: used when the user requests a reproduction of the physical document. The approver checks whether the issuance of the copy is authorized and whether the document can be reproduced according to organizational rules.
• Physical File Loan Request Approval: required when the user requests the temporary removal of the original document. The approver must assess whether the loan is appropriate, considering document criticality, its status, and associated risks.

Although the approval types differ, the analysis and decision process is the same for all of them.

Aprovar solicitação de arquivo físico

1. Access the My Tasks menu and select the task corresponding to the type of Request:

• Content Query Request Approval
• Physical File Copy Request Approval
• Physical File Loan Request Approval

2. Select the Request to be analyzed.

3. Click the button to open the data screen.

4. In the General tab, analyze:

• The request reason provided by the requester.
• Any recorded notes.
• The request date.

5. In the Document tab, verify the physical document information:

• Category
• Identifier
• Title
• Additional data registered in the SoftExpert Document component

6. In the Approval tab, define the result of the analysis:

• Select “Yes” in the Approve field to authorize the Request.
• Select “No” to reject the Request. In this case, provide a response — this field is mandatory.

7. Save the record. After saving:

• If approved, the system will automatically generate the service Task corresponding to the Request type (query, copy, or loan).
• If rejected, the system will generate a Rejected Request task for the requester’s awareness.

Conclusion

Request approval is an essential control step to ensure that access to physical documents occurs appropriately and in accordance with organizational rules.

Through this validation, the system ensures that only justified Requests proceed to execution, preserving the integrity, security, and traceability of the archive.

Approval corresponds to the execution of the Request — issuing the copy, providing access to the content, or releasing the physical document, depending on the approved Request type.

If the Request is for a loan, the next step is to monitor the return deadline and register the document’s return.