Registers
Registration journals are used to register documents that are ready for registration, i.e. all signatures have been collected (for internal and outgoing documents). For incoming documents, it is not necessary to obtain signatures in the system: they are either reflected in a paper version (scan) or they have already been received with the counterparty's signature (via the Intercompany service of the Schrift system).
When a document is registered, it is automatically distributed according to the distribution plan that was previously specified in the document.
For a position to be able to register a document, it must be granted the right to register documents in specific journals in order to select the appropriate journal from the list of available ones.
For more information on document registration, see the article.
Directory Register
The Registers directory contains a list of registers with the ability to configure rules for generating document registration numbers and controlling access to the register.
In the properties of the respective journal, you can configure the types of documents that can be registered in it (incoming, outgoing, and internal), as well as the values.
For a newly created company, a set of journals is automatically generated, to which the position of the company creator has access.
The right to view and modify the directory is granted to employees with the Owner, Administrator, and Department Administrator roles, as well as employees with other configured roles who have been granted access to this directory.
Viewing summary statistics on the registration journals of a particular organizational department allows you to obtain up-to-date information on access to them and the number of documents and valuables registered in these journals.
Information on the number of registered documents and valuables in a particular journal is displayed in the Information tab of this journal.
Creating a register
You can create a journal by clicking the +Register button:
In the Organizational structure directory, focus on the department row, Register tab
In the Register directory.
Setting up a document numbering rule
At the time of registration, each document is assigned a unique registration number. The system ensures the consistency of document numbering when many employees work simultaneously.
The system supports automatic numbering of documents in the order of their registration in the journal or according to a pre-arranged number, or manual entry of the registration number (if it is provided for in the configuration of a particular register).
To make it easier to distinguish registration numbers, you can set up your own unique numbering for each journal. By adding new numbering elements - the index of the register and the department code.
The numbering digit is determined in the company's account settings. See more details in the article.
You can change the order of the numbering elements by dragging and dropping them, and you can set separators as you wish.
Then each document registered in this register will be prefixed with the register index, department code, or other numbering options configured for the register.
The index of the register
When you create a register, it is offered its own index by default, which you can change if necessary.
To make it easier to distinguish between registration numbers, you can set up your own unique numbering. By adding a new numbering element - the register index.
Then each document registered in this register will be prefixed with the index of this register.
Cycle numbering
You can set up the cycle for resetting the numbering in the register by selecting the period for which the numbering will be reset from the drop-down list, which will start from the beginning.
Granting access to the register
After creating a new register, you need to grant access to it to those positions in the company that will need to work with this register.
The position can be given the opportunity to work with the registers of another department, including a higher one.
To grant or revoke the right to register documents in the corresponding journal, you need to check or uncheck the box in the line of a certain position by switching to the access rights editing mode.
In the view mode, only those positions are displayed that are authorized to log or read this journal. A dot means that not all positions in the organization/ department have permissions to the registers.
The right to register
The right to register is granted to those positions that will have to register documents and valuables in the appropriate registers.
Right to read
The right to read the register is a strong right, as it automatically gives the position access to all documents that are registered in this register, regardless of whether this access was provided by sending the document or other actions of the person responsible for the document or anyone else.
Employees who have the right to read the corresponding register will be given access to all documents and valuables registered in this register. Enabling/disabling read permission will recalculate access to documents and take some time.
Deactivating a log
You can delete or deactivate unnecessary logs using the corresponding buttons in the Register interface.
Deleting a register is available if there are no registered objects and positions that have access to it.
If the register is outdated and deletion is not available, you can deactivate it, and it will be hidden from the general list.
The deactivated register cannot be used for document registration. You can reactivate it later.
You can find inactive registers by turning on the Inactive filter.
