Issue transfer form
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Prerequisites
- Physical document registered.
- User defined as responsible.
- Access to the menu or task corresponding to the stage configured in the retention schedule.
If the option “Allow transfer form issuance by the registration user’s area” is enabled in General Parameters, the transfer form may be issued by any user belonging to the same area as the user who registered the document.
Overview
Issuing the transfer form is the initial step of the operational workflow in Archive after the document registration.
The system automatically identifies which stage is configured as the first in the category’s retention schedule — Current, Intermediate, Media burning, or Final destination — and directs the document to the issuance of the corresponding transfer form.
This article presents the four possible transfer form issuance types, allowing the procedure to be carried out according to the configuration applied to the document’s category.
Each section describes how to issue the transfer form for the applicable stage, ensuring the document progresses correctly through the Archive workflow.
Access the section corresponding to the first stage configured in the retention schedule of your physical document.
The retention schedule also defines the responsible user and the deadline for executing the transfer form.
- If the option General parameters > Archive > “Automatically send to archiving task upon registering the document” is enabled and the document is being directed to its first archiving stage, the transfer form will not be issued. In this case, the document will proceed directly to archiving.
- If the menu accessed does not correspond to the document’s first archiving stage and the retention time of the previous stage has not yet expired, the transfer form may not appear in the list of records. In these cases, early issuance is possible. To do this, add the Repository filter in the filter panel, use the fields in the Retention period section to define the number of days in advance, and click Search. Transfer forms compatible with the specified anticipation period will appear in the list.
Issue transfer form
1. Access the menu or task corresponding to the stage in which the transfer form must be issued:
- Execution > Transfer form issue > Current (AR010) or the task Issue current transfer form.
- Execution > Transfer form issue > Intermediate (AR011) or the task Issue intermediate transfer form.
- Execution > Transfer form issue > Media burning (AR012) or the task Issue media burning transfer form.
- Execution > Transfer form issue > Final destination (AR013) or the task Issue final destination transfer form.
2. Select the physical document from the list of pending records. To issue a single transfer form for multiple documents, select only documents that share the same retention schedule and the same revision, checking the Retention schedule and Revision columns.
3. Click the 
button on the toolbar.
4. Review the information presented in the transfer form screen:
- Identifier: generated automatically, not editable.
- Deadline: filled based on the retention schedule and editable if you need to adjust the deadline for receiving the form.
5. Complete the fields in the available tabs, when applicable:
General
- Responsible: shows the user issuing the transfer form.
- Date: shows the issuance date; the time will be added after saving.
- Comments: register any notes related to the issuance.
- Receipt: fields enabled only when the responsible user receives the form.
Document
- View the category, identifier, and title of the included documents.
- Use the View button to access the document data in SoftExpert Document if necessary.
6. Save the record. Upon saving:
- Select OK to view and print the transfer form report.
- Select Cancel to finish without viewing the report; in this case, the system will generate the task Receive current transfer form for the responsible user.
Current transfer form
May be issued by:
- The responsible user or
- Any user belonging to the same area (if “Allow transfer form issuance by the registration user’s area” is enabled).
Intermediate transfer form
The task will be generated and visible according to the following rules:
- If the retention schedule has the Current stage configured:
→ the task is generated for the registration user (or any user from the same area if the permission is enabled). - If the Intermediate stage is the first archiving stage:
→ the task is generated for the responsible user defined for the Intermediate stage.
Media burning transfer form
Task generation follows:
- If the retention schedule has the Intermediate stage configured:
→ the task is generated for the responsible user defined for Intermediate. - If the schedule does not have Intermediate but has Current:
→ the task is generated for the registration user (or area users if enabled). - If the schedule has neither Current nor Intermediate:
→ the task is generated for the responsible user at Media burning.
Final destination transfer form
Task generation follows:
- If the schedule does not have Intermediate but has Current:
→ the task is generated for the registration user (or area users if enabled). - If the schedule has neither Current nor Intermediate:
→ the task is generated for the responsible user at Final destination.
Conclusion
After issuing the transfer form corresponding to the first stage defined in the retention schedule, the document proceeds to the next activities in the Archive workflow. The next step is to receive the transfer form.
This ensures controlled progress aligned with deadlines, responsibilities, and procedures configured per stage. This unified approach enables quick reference to the exact procedure required for any initial archiving stage.