What does the term “Document” mean in the Office?

First of all, it must be borne in mind that the Office is a “File Service”. The unit which has its fixed place in the Office and which is used for the circulation of materials, files, in general any named entity which represents a coherent bundle of information, is the SPIS. The document then represents, in addition to

• Unique Identifier (ID)
• File Sign (SZ)
• Type of agenda
• Agendas
• Locations
• Method of handling
• Method of storage
• Time limits for processing
• Responsible persons
• Of current persons
• Actions
• Attributes

just one of the building blocks of the file.

Documents can exist in two versions/types:

• Custom document
• Document delivered

Before we go on to describe the differences between document types and how they are processed, let’s describe the properties for both types of documents:

• Document Serial Number (ID) i.e. “Unique Document Identifier” according to the JAMU Records Regulations
• Number of proceedings (CJ) i.e. “Number of proceedings” according to the JAMU Rules of Procedure
• File mark (SZ) i.e. ” File mark” according to the JAMU File Rules
• Case
• The emergence of
• Handled by
• Status
• Files
• Document Metadata:
  • Form
  • Number of document sheets /number of attachments/number of non-sheet folders
  • File symbol
  • Method of settlement
  • Saving
  • Note
  • Sender’s Čj – only Inbox documents
• Originator Identification – Delivered Documents only:
  • Name
  • Description of the person
  • Email
  • Data box
  • Address

• Recipient Identification- Custom Documents only:
  • Name
  • Description of the person
  • Email
  • Data box
  • Address
• Description of delivery- only Delivered documents:
  • Method of delivery:
  • Date of delivery
  • Submission mail
  • Submission number
• Description of sending – only Custom documents:
  • Method of dispatch
  • Date of transmission for dispatch
  • Date of dispatch
  • Date of delivery
  • Submission mail
  • Submission number

There are also links for:

• Printed from
• Edit properties
• Reloading a document
• History of the document
• Handing over the document
• Document classification

The description of the properties alone is quite extensive, but there is no reason to panic, not all items are mandatory, not all are necessary for the registration of each document and some are interlinked, e.g. in the case of sending by email, email is a mandatory item and optional data box and in the case of sending by data message vice versa. Mandatory items are marked with a red asterisk in the Office, while a blue asterisk indicates items whose completion is conditional on another action with the document, e.g. its transmission.

Own vs. Delivered document

As mentioned earlier, there are 2 types of documents – Own and Inbox. The document type is an immutable property, so it is not possible to change the document type after it is created. If you create a document as an incorrect type, the only way to correct it is to create a new document.

The rule for creating a document type is intuitive: the actual document is a document created at JAMU, the delivered document is a document that has been delivered to JAMU.

The differences in document properties have been described above, in short, the delivered document has an originator, the actual document has an addressee.

Origin of the document

This paragraph will be academic for most users, except for the Mailroom, since syntactically correct documents as separate entities should only originate in the Mailroom. A user should NEVER create a document outside of the Docket.

The document can be created from the header of the Office application:

using “own” or “delivered” links depending on the type of document you are creating.

In the creation form, you then add the relevant document properties as described above.

The most basic mandatory items (marked with a red asterisk) are:

• Case
• ID
• Form – For Inbox
• Number of sheets.. – For Inbox documents
• Delivery Method – For Delivered Documents
• Date of delivery – For Delivered documents

As you can see, e.g. a custom document can be created really as just a skeleton and other items can be added later, but it is important to keep in mind that this is not a good method to get used to.

Secondary mandatory items (marked with a blue asterisk) are:

1. Registration number
2. File mark
3. Handled by
4. File symbol
5. Method of settlement
6. Number of sheets.. – For Custom documents
7. Sending method – For Custom Documents

While specifying these items is externally optional, you cannot do other things with the document without some of them:

• Items 1 and 2 place the document in the file
• Items 3 to 7 will allow the document to be transmitted

Handing over the document

Only the Delivered Document can be transferred. The actual document cannot be forwarded.

The document you are handling, i.e. you are the Handler in the header of the document, can be forwarded to the next person using the “Forward” button in the header of the document:

Don’t forget the above in the Document Creation section – the relevant fields must be filled in

The “Forward” button takes you to the “Forward Documents” application:

As you can see from the preview, the application allows you to forward multiple documents at once, but only the document on which “Forward” was clicked is selected initially.

The procedure is then:

• If you want to forward multiple documents, tick all that you want to forward
• Trace the person to whom you are handing the document / select from the last persons you traced
• Add a note for the recipient of the transfer
• Hand over the documents

As you can see from the image, the document can also be forwarded for note only – if possible, do not use this option. The person to whom you pass the document is the person who will be handling the document and will therefore establish the file, and this person should decide to whom to pass the note. In short, just because this option is available does not mean that you need to use it.

Inclusion of the document in the file

In the File Service, EVERY document should be included in the file. Therefore, if we have a document that is not included in the file (and if you are not an employee of the JAMU mailroom, the only way this could happen is if the document is given to you by the mailroom) it must first be included in the document.

You can include a document in a new or existing file, using the icons in the right header of the document

Where the green Plus icon will create a new file and the blue arrow will search for an existing one.

Similar icons are in the footer of the document

Now we are still describing the “basic” interface of the document. If you receive the document via a link in an email, the link will lead to the “My Office” interface, which can also be accessed from the basic interface by clicking on the blue “View Document” button on the right of the document header

In the “My Office” interface there are buttons

Where the “Include” button guides you through filing a document into an existing file or filing a new one.

Let’s go through the remaining buttons:

• “Forward for processing” – Simplified interface for document forwarding
• “Send back” – returns the document back to the person who handed it to you, i.e. to the Mailroom – use only in exceptional cases, the best solution is to create a file and hand it over to the person who will process the document. So only use the return if you have no idea what the document is.
• End Processing – A very useful button for simple documents, so let’s elaborate more:
  • It can be used when the document is related to a thing that has no next steps, e.g. it is a business message that we do not reply to, an email that we just want to register, a record that we just want to save, just a document that starts and ends the thing.
  • When you click on the “End Processing” button, you will be asked to enter a note about the processing – a mandatory item, basically just a note for future reference so that you know how the document was processed when you look at it in the future.
  • After clicking the note, the document is then automatically “wrapped” with the file and closed. As much of the document metadata as possible is copied into the file metadata, especially the file character and the method of handling
  • That’s all. The document that has been handed over to you is registered in the file, it is closed and the processing of the document has ended.
  • I will add here only the details of the term “wraps” by the file. In the next chapter of this syllabus we will deal with files and their creation, recording of documents and actions in them, so here I will just state that the document is inserted into the agenda “Ordinary documents” at your workplace and then the action “Closing the file” is inserted

Sending a document by data message

• Only the Custom document can be sent, it is the only one with a registered addressee.
• The document must be included in the file
• The document must have “data message” as the method of sending or “data message in own hand”
• The item “data box” must be filled in – it is the addressee’s data box, the sender will always be the JAMU data box
• the document must have files uploaded, and their size must correspond to the maximum limit for the data box given by the MV – at the moment it is 20MB
• The files must be converted by the IS into the format required by the data box – THIS HAPPENS AUTOMATICALLY
• The document metadata, e.g., File Number, File ID, etc., is automatically added to the data message.

An example of how to complete the document is here:

Now that everything is ready, click on the “Submit” button

The office checks whether it has all the information, prepares the document for sending and also prepares an information table on the progress of the sending:

At this point, the document is already packaged for submission and is just waiting for an automated script in the Office to send it,

Sending takes place on weekdays, between 8:15 a.m. and 2:00 p.m. If a document is submitted for sending outside this range, it will be sent on the next working day at 8:15 a.m.

Once the document is sent, a record of it appears in the information table

The last update of the information in the information table occurs after the message has been delivered, i.e. when the recipient reads the message in his/her mailbox

A message delivery note and a communication log from the data box are also added to the document files

That’s it for sending data messages.

How to keep track of emails

Emails are registered in the Office using the email address podatelna@post.jamu.cz.

The procedure is:

• Create a NEW DELIVERED DOCUMENT
  • the emails you record are always delivered to you, so a document delivered to
  • You can of course use an already created document
• Fill in the Subject of the document
• Select E-mail as the DELIVERY METHOD
• In the Originator group’s Email field, fill in the sender’s email
• Create a document ID
• Save the document

The document should look like this:

It may seem to you that the actual email that we want to record and the use of the announced address podatelna@post.jamu.cz is still missing here, and it seems very correct. In fact, we can get the actual email to the Office very easily:

• In your email client (e.g. Outlook), select FORWARD email and enter podatelna@post.jamu.cz as the address to which you are forwarding the email.
• In the subject line, at the end of this subject line, preferably using CTRL+C, CTRL+V, insert MEZERA (space) and the ID of the document you just created.
• Email sent. That’s all.
• In our example, let’s assume for example that the subject line is “Important information regarding electricity supply”, the email you forward to podatelna@post.jamu.cz will then have the subject line “Important information regarding electricity supply JAMU206682”
• At fixed time intervals (about half an hour), the Office shall allocate the messages thus received to documents. It does this automatically, no further intervention is required

The document I tested looks like this after the message is assigned to the document:

As you can see, both the body of the email and the attachments are attached

You can now add the document to the file, edit it, edit the sender’s name, forward it, etc..

As I mentioned earlier, it is not necessarily necessary to create a new document, it is possible to use an existing one, in which case the email is attached as an additional document attachment.

You can add a document to your file immediately after creating and forwarding the email to podatelna@post.jamu.cz, there is no need to wait for an email to be assigned to the document. However, if you are transmitting the document without a file, which is not methodologically compliant, wait for the email to be assigned to the document before transmitting it, otherwise it could happen that the Office transmits the document, delivers it and the recipient of the transmission opens it before assigning an email to the document and this could unnecessarily confuse them as to why you are transmitting a blank document.