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Agenda settings

Agenda settings

Each agenda consists of its own description and the so-called Global Agenda Settings:

  • Name
  • Classification
  • Type of agenda
  • Setting attributes for user request access
  • Setting user viewing and editing rights
  • Implicit file character
  • Implicit method of handling, delivery and dispatch
  • Default document type and form
  • Data format for import using csv
  • Description

Consider these settings carefully and adjust them according to the needs of your agenda. In particular, the default document type and form and delivery method can have a big impact on the functionality of the agenda. The description is an optional but important part of the agenda, and should briefly summarize its use.

The inclusion of the agenda is crucial, remember that the internal staff of the workplace where the agenda is included then have implicit rights to the agenda files and can work with the agenda fully.

The content of the agenda itself is determined by the following settings:

  1. Attributes of the file
  2. Acts of the file
  3. Attributes of the file act
  4. File management
  5. Automation settings

Attributes of the file

  • Used to load global information about a file
  • They are the only ones that can be imported using csv
  • They can be inserted into LaTex templates
  • You can search by them
  • They can be exported with the dedicated Office application

This list already underlines their importance. It can be stated that an agenda without set attributes is not a full-fledged agenda.

Most used attributes:

  • Number
  • Chain
  • Multi-line text
  • Date
  • Teacher of the person of the file
  • Study
  • Name of person on file
  • References to the file (multiple references can be entered separated by semicolons)

Attributes have their own rules, e.g. it is not possible to have more than one attribute of some types (file person’s name), or a combination of two (file person’s name and file person’s name).

For attributes, you can set their order, the obligation to have the attribute filled in, the check for optional attributes, whether they must be filled in when closing the file, whether it is hidden for printing by the internal document generator, its description and especially its default value.

Acts of the file

The file tasks are used for the actual input of the file processing. One action must always be the initiating action (the so-called constructor), which is entered automatically when the file is created. Keep in mind that if it is expected to create files by importing data from csv it is convenient to have an empty action as constructor, which only creates the file with attributes, but the next action is already entered under user control.

Actions have detailed settings, some of which, if not specified, inherit the agenda settings.

The settings include:

  • Name
  • Type
  • Instruction to send an email to the current person, the person responsible and the person on file
  • Default delivery and document type
  • Action behaviour when printing
  • To the addressee/originator of the document

The terms used here were:

Current person – the person to whom the file is currently transferred and who is currently expected to perform the task.

Responsible person – implicitly, the person who entered the first conscious act into the file, or the person set by a special kind of act. This person is responsible for the entire processing of the file and for its closure.

File Person – if the file has the attribute “File Person Teacher” specified, it is this person.

The most common types of operations:

  • General action
  • Transmission of the file
  • Decision on the file
  • Determination of the responsible person
  • Closure of the file
  • Reopening the file
  • Acquisition of legal force
  • Sending a document via IS / Delivering a document via IS
  • Taking note of the file
  • Return of the file
  • Transmission for e-signature / Signature / Refusal to sign
  • Reading the file
  • Forwarding for Authorized Conversion / Authorized Conversion / Reject Authorized Conversion
  • Simple signing
  • Handing over the file unauthenticated
  • Identity verification

For some types of actions you just need to enter them, for others you need to preset the “File action attributes” in the action settings after selecting the action. E.g. for document transfer you need to set the file to which the file is transferred, but more on that later.

File management

Here you can set the expected processing flow, sequence of actions, deadlines, who can insert an action and static information after a certain time for a certain action. These predefined file processing controls can also be used for searching in the office control.

Attributes of the file act

They define the acts themselves. An action can be made up of a number of these action attributes. Their settings vary from agenda to agenda and only their correct combination defines the correct behavior of some actions. Let us add that some actions do not need to have any attributes.

The Settings patterns for the most used Actions are in the agenda:

Samples

Automation settings

Advanced settings, where it is possible to define automatic transfer of the file to a person or group of persons when the input conditions are met.