Prerequisites

Access the menus:

• Configuration > Reason > Content Inquiry (AR040).
• Configuration > Reason > Physical File Copy (AR041).
• Configuration > Reason > Physical File Loan (AR039).

Overview

The request reason is a configuration parameter used to standardize the explanations provided in requests related to the Physical Archive. These reasons are selected by users when registering inquiries, copies, or loans of physical documents, contributing to control, traceability, and the generation of statistics regarding archive usage.

In SoftExpert Physical Archive, the reasons are configured in three different menus, according to the type of service provided:

• Content Inquiry: reasons associated with requests in which users only need access to the document’s content, without moving the original or generating a physical copy.
• Physical File Copy: reasons that justify issuing copies of the physical document, generally linked to the need for reproduction for operational use, audits, or specific demands.
• Physical File Loan: reasons related to the temporary removal of the original document from its filing location for internal or external activities.

Although these options are available in separate menus, the registration process follows the same logic for all three types of reasons, allowing a unified procedure for configuration.

Configure request reason

1. Access the menu Configuration > desired Reason:

• Content Inquiry (AR040), or
• Physical File Copy (AR041), or
• Physical File Loan (AR039).

2. Click Add on the toolbar.

3. Enter the reason identifier according to the standard adopted by the organization.

4. Enter the name or title of the reason in a clear and objective manner so that users can easily recognize it when submitting a request.

5. Fill in a detailed description of the reason, when a specific field is available.

6. Save the record to complete the reason’s registration.

7. Repeat the procedure in the other reason menus, if it is necessary to provide specific justifications for content inquiries, physical file copies, and physical file loans.

Conclusion

After configuration, the request reasons become available in the registration screens for content inquiry, physical file copy, and physical file loan, according to the menu in which they were created.

This registration helps standardize the justifications used by users, supports statistical analysis of demand for Physical Archive services, and reinforces traceability of document movements and inquiries.