The File Checker can be accessed using links from the Office:
Clicking on the “Process” or “File Check” links will bring you to the main File Check page
The page displays a lot of information, but there is no need to panic, the display can be limited and especially after a quick study you will find that the information it provides is worth a little panic.
The information displayed first, without filtering, shows ALL active files relevant to you, sorted into clear sections
Using the grey “Check again…” for each section, you can limit the selection (the departments mentioned in the grey links are part of JAMU in the upper right corner)
Let’s describe each section:
“Files that are important” – shows the files/documents that you have marked as important.
“Files for which I have to sign” – shows a list of the files that are given to you to sign and also offers a link to sign
“Files to be handled” – shows the files where you are the current person – FOR THESE FILES YOU ARE WAITING FOR YOUR REACTION
“Files for which I am responsible” – displays the files for which you are the Responsible Person, FOR THESE FILES YOU ARE EXPECTED TO MONITOR
“Files that I have only noted” – shows files that have only been brought to your attention For THESE FILES, YOUR RESPONSE IS NOT REQUIRED, JUST LOOK AT THEM AND CHECK THAT YOU HAVE NOT SEEN THE “TAKE NOTICE” ACTION TO LET THE FILE MANAGER KNOW THAT YOU HAVE LOOKED AT THE FILE.
“Newly created documents” – shows a list of DOCUMENTS that have been submitted to you and their processing has not yet been completed
“Newly created documents of my department” – Number of newly created documents that have been handed over to my department staff for processing and have not yet been entered into the file (the person in brackets was last handed the document)
Next to the number of these documents there is a link to view the list of documents.
For the sections relating to files, there is always a “List of files” link below the number showing the number of files found
Which will display a detailed list of files and click on the file number or magnifying glass to view the file.
At the end of this list of files, there is a “Manage” link that will take you to the processing of that list of files
The “Document List” link next to the last section of documents will show you a visual list of documents, the description of which we discussed in the previous chapter.
Slowly, we reach the end of the Checks page, where we find “Advanced file checking”
This control allows you to examine a specific agenda and perform detailed checks on it, and allows us to bulk process over its files
As you can see, it is necessary to select a specific agenda, it is also possible to limit the files to be taken into account and to limit the list of persons in the files to be audited by means of a bulk selection of persons.
I don’t think you’ll ever use the bulk selection restriction, just mentioning it for completeness
If you have selected an agenda and possibly limited the list of files in time, you are presented with a selection of controls over the agenda:
Let’s first discuss the “General Query” – after checking it, select one or both options from the drop-down box
- The first checkbox selects the action that the file must have entered
- The second check box selects the action that the file must not have entered
Clicking on “Perform selected checks” will start these:
The check will display the number of files matching the query and offer:
- Processing of files individually – we have already described in the previous chapter File search, it is a chain processing
- Processing files in bulk – we’ll describe right after this paragraph
- View list of files – displays found files and allows access to files of your choice
- Creating bulk selections of people/applications from found files – again, this is beyond the scope of the offline tutorial, I don’t assume you’ll need
Bulk processing
REMEMBER, WE’RE WORKING WITH ALL THE FILES WE’VE ENTERED INTO BULK PROCESSING. So in the examples used to make the screens in this tutorial, I’m working with all 9 files
If you select bulk processing, the following options are displayed:
- Create a new bulk selection of people and studies from selected files – again, I assume you have no reason to use this
- Bulk processing of documents – selects the LAST FILES OF A GIVEN TYPE from the used list of files and allows you to work with them – we have already described in the previous chapter
- Bulk insertion of actions – the page you are on that we are describing
Select the action you want to insert from the drop-down box and click on “Apply”
The table for inserting the action will be displayed:
The table offers the attributes of the action that the action contains and using “Save” you can insert the action with these attributes into all files and you are done
However, there is also an option “Set files individually”, which allows you to set the values differently for each file:
You can use the grey table to copy the default values, then change them for each file and use the checkboxes on the left to select the files to be inserted.
Now back to the checks:
They are also available
“Predefined controls”
which you can select to display the checks that were generated based on the specified file processing flow
After selecting a given check and pressing “Perform marked checks” you will be offered again the option of individual or bulk processing of found files, or limiting the list of files to this selection
The last option in the checks is the “sequence check” – this check checks the sequence of the entered tasks according to the rules entered during the processing of the file