Registration of the document
The registration of a document completes the process of its creation with the assignment of a registration number. At all stages of work on a document until it is registered, the document remains a draft.
If a document distribution was planned, it will be automatically executed at the time of registration, and the document will be sent to the company's employees or counterparties specified in the sendlist.
A document may be registered in the registration journal by an employee (position) who has the right to register in the relevant journal.
Employees who have the right to read the registration journal in which the document is registered will automatically be granted access to this document at the time of registration. This feature is a convenient way to set up business processes that will provide selected positions with automatic access to documents registered in the respective journals.
When the document is signed with the last scheduled signature, it moves to the status of On registration. At the moment of registration, the document is assigned a registration number and from that moment on, it becomes a finished document and is automatically sent for execution or for noting if a sendlist was planned.
The system supports 3 ways of registration: automatically, by the person responsible for the document, and by another position.
If you have selected automatic registration of a document, then when the last scheduled signature is received, it will be automatically registered, assigned a registration number, and acquire the Registered status.
There are restrictions for choosing a date during manual registration: not earlier than the date of signature and not later than today.
You can change a registered document in the system. Read more about this in the article Modifying a document.
Registration number
When registering a document, a sequential registration number is suggested according to the rules set for the respective registration journal. The user can specify a manually selected registration number if it is allowed by the log settings.
The system allows you to set up a unique numbering for each registration journal. The number assigned to a document during registration can be quite complex and include several elements. For example, it can have not only the serial number of the journal, but also include the index of the registers and the department code.
You can configure the numbering format in the Registration journals directory.
The digits of the serial number are set in the Company Account settings.
Reservation of a number
The system allows you to reserve a document registration number. This means that the selected number will be assigned to the document at the time of registration, unless the responsible person changes their choice later.
Restrictions for choosing a check-in date when booking a room: from today's date and 10 days in advance.
QR code
After the document is registered, a stamp with a QR code will be displayed on all files to be signed, which contains a link to the document in the system and information about the organization, date and number of the document, as well as the number of files in the document if there are two or more.
If an employee has access to a document, they can quickly find it in the system by scanning the QR code on the document.
You can change the location of the QR code on the document file to a more convenient one while viewing the file by simply dragging it.
Rejecting a document
A document received from a counterparty via Intercompany or any other means of communication can be rejected.
To do this, perform the Reject Document action. As a result of this action, the document will have the status ‘Rejected’.
Unregistering a document
If a document was registered by mistake, the author of the document registration event can delete the registration event in the Events tab. Deletion of a registration event is available within the appropriate period set in the general company settings.
Refusal to register a document
If a document has been sent for registration to another position and the employee acting on behalf of that position concludes that the document does not meet the requirements for execution, its registration may be refused.
If the refusal to register was erroneous, the employee who performed this action can cancel it by deleting the corresponding event in the Events tab or invite the initiator of the request to resubmit the document for registration.
