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Basic concepts: file

Basic concepts: file

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

The file is understood as the basic entity of the File Service. It can be expressed as a set of basic building blocks:

  • 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
  • Documents

The file can be conceived as a component that envelops these stones.

The file can be classified according to:

  • The type of agenda in which it is located
  • Agendas in which it is located
  • The workplace where the agenda is kept
  • The persons on the file to whom the
  • The attributes of a file that contains

The setting up of Agendas is described in the previous part of the outline “Setting up Office Agendas”, so here we will deal with the creation of a file, its management and the end of the processing of the file, which can be called the “File Life Cycle”.

A file can be created in several ways:

In the Office from the floating bar, or by clicking on the link “Create file, accept paper application”:

From an existing file, when a file is created in the same agenda as the file I am viewing

As mentioned in the previous section of the outline, from the document:

And from the document in the “My Office” interface

All of these methods (except the last one, from the “My Office” interface, which is simplified and guides you step by step, but the result is always the same as using the other options and the advantage is more control over the process) will lead you to the choice to create a file.

This is the basic page for setting up the file. You start with “Finding Agendas”

There is also an option to create a request in my person, this is also a relevant option, if you select Request in my person you create the file with the pre-filled attribute “Person of the file” in your own name, the process is the same. This method is mainly used by students when applying for studies, or by JAMU employees, e.g. during holidays.

However, we will take the general route and trace the Component, the workplace and the agenda:

Components, workplaces and agendas are offered to everyone according to the rights settings in the Office, so if you do not see your agenda, or on the contrary you see agendas that you should not see, please contact OVIS JAMU

After selecting an agenda, you will see a page that guides you through the initiation of the file. The file initiation action is ALWAYS present, is the first action of the file, and can generally be divided into two categories:

The file begins with the insertion of a document

The file does NOT start by inserting a document, but maybe just by entering the necessary attributes and inserting the document later by an action.

Why this division? Probably one or more of the following possibilities occurred:

  • At the time of initiation, it cannot be assumed that the document that could be inserted is already known
  • The document will be generated by the Office
  • The agenda is prepared for batch processing of documents, which are then inserted by a separate application in bulk
  • Before inserting a document, it is necessary to manually set attributes or insert actions

Everything described above is determined by the agenda settings, in 99% of cases you will encounter option A, i.e. inserting the document already at initialization, so we will continue with this option

When you create a file you can set the “Responsible person” to another, but this is unusual, you usually create a file for yourself.

Use the “Select File” button to find the file you are starting with on your computer, and use the “Add Another File” button to add attachments.

ATTENTION!! If you are entering the creation of a file from a document, you “drag” the document with you using the document ID in the URL of the page and do not insert anything here:

Using “More options” – under the “Save” button

Here you can

  • change the document type to Custom/Inbox
  • Insert a document ID in the form JAMUXXXXXXXX with the document code

this option is pre-populated if you are accessing the file from a document

And finally you fill in the “Case” – this text will be used as the Case File

When you click on the “Save” button, the file is created and displayed to you:

Here you can now and later:

  • Use the “Change” buttons to modify the entered values
  • View the documents on file
  • View File History
  • View Actions or documents on file
  • Copy and cancel file actions
  • Save the entire file to PC
  • Insert file acts

You enter file actions by using the “Introduce new action” drop-down box and then filling in the fields required by the action. Actions are offered in the order given by the File Processing Flow, the order of their display is determined by this processing and the Agenda in which the file is kept. To set them up, please contact OVIS JAMU

The insertion of an action is almost identical to the filing of a file. Do you remember? We said that the creation of a file is the initiating ACT of a file. So, here you are also perhaps inserting documents (again, watch out for “Multiple Options” and Own/Delivered), or handing over a file to another person or group of persons, sending documents for signature or to other systems both JAMU and others, communicating with the procurement portal, SAP, etc…

5We have decided that the insertion of tasks is one part of the life cycle of a file, so it must also end at some point. The end of the file processing is done by inserting a special Action called “File Closure”. after inserting this Action, the file is “Locked” and the shredding periods start to count. The file can be looked up at any time thereafter (i.e. closed), and using “Reopen File”, it can be opened, continue processing and closed again.

The insertion of an Action (any Action, including the initiating Action) may be associated with the sending of an email to the Person on File, the Responsible Person or the Current Person, or all of them. It can also be set to inform a static list of people after the insertion of the Action, or after a deadline between two Actions is missed. These rules are set in Agenda Management and File Processing Management. contact OVIS JAMU to set up Agenda.