Receive transfer form
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Prerequisites
- Transfer form issued for the corresponding stage (Current, Intermediate, Media burning, or Final destination).
- Access to the menu Execution > Transfer form receive or the Receive transfer form task for the appropriate stage.
- Responsible user defined in the retention schedule for the respective stage.
Overview
Receiving the transfer form is the step that confirms the arrival of documents to the user responsible for the next phase of physical archiving. This operation ensures that the movements defined in the retention schedule are executed with traceability, following the deadlines and responsibilities assigned.
The system automatically identifies which transfer form is pending receipt and shows the corresponding task to the responsible user — Current, Intermediate, Media burning, or Final destination.
This article consolidates all four receiving procedures to facilitate execution regardless of the configuration applied to the document category.
When receiving the transfer form, the responsible user confirms whether the listed documents are correct and can approve or reject the operation. Rejection generates specific correction tasks, also defined in the Archive workflow.
Receive transfer form
1. Access the menu or task corresponding to the stage in which the transfer form must be received:
- Execution > Transfer form receive > Current (AR014) or the task Receive current transfer form.
- Execution > Transfer form receive > Intermediate (AR015) or the task Receive intermediate transfer form.
- Execution > Transfer form receive > Media burning (AR016) or the task Receive media burning transfer form.
- Execution > Transfer form receive > Final destination (AR017) or the task Receive final destination transfer form.
2. Select, in the list of pending records, the transfer form that will be received.
3. Click the 
button on the toolbar.
4. Review the information displayed on the transfer form screen:
- Identifier and Deadline, automatically filled based on issuance and the retention schedule.
5. In the General tab, under the Receipt section:
- Select Yes to approve or No to reject the transfer form.
- Enter the corresponding Comments.
6. In the Document tab, view the category, identifier, and title of the listed documents.
7. Save the record:
- Rejected: the system generates the task Current transfer form – Reject.
- Approved: select OK to view the report, or Cancel to finish without viewing. The transfer form will be released for archiving.
If, in Configuration > General parameters > Archive, the option “Change document permission after transfer form receipt” is enabled, then after receiving the transfer form only the responsible users of the archiving stage will be able to edit its data.
Conclusion
Receiving the transfer form confirms the physical movement of documents and ensures continuity of the workflow defined in the retention schedule.
After approval, the document becomes available for execution of the next stage, such as archiving, media burning, or disposal, depending on the case.
The next step in the workflow is to archive the physical document.
This procedure ensures control, traceability, and compliance in handling physical documents, allowing movements to occur in a structured manner within the defined deadlines.