Incoming document

Messages arriving in digital – either by e-mail or the data mailbox system – are automatically processed by the Electronic records management and their forms are handed to users with some fields already prefilled.

The procedure differs for paper mail, which first needs to be manually scanned and placed in the Electronic records management. A mail room employee is usually responsible for this part.

To insert a new Incoming document in the Electronic records management, open the RECORDS MANAGEMENT tab, click New and select Incoming document.

The Incoming document form opens in a new window. First of all, select the Originator (for more details, see chapter Selecting the originator). Enter the sender and recipient details, reference numbers and other details from the incoming document (for more details on these fields, see chapter Incoming document form). Scan the message and insert it in section Attachments.

You can use a similar method for not just paper mail but also other documents you have received in other ways, like in person or to an unmonitored e-mail address.

Creating the incoming message, you will become the person processing it. If it should be the responsibility of someone else, hand the document over to them.

A new incoming message can be created by some else (e.g., a mail room employee) who then hands it over to you. You will find such messages on the tab RECORDS MANAGEMENT  Documents  Documents from RMS, or on the tab PROCESSES  To Be Processed by Me. If you take over a document and confirm the takeover by the corresponding button in the form, you become the person responsible for processing it.

Some documents can be presented to you by someone else during their processing. You will find these files on the tab - PROCESSES  To Be Processed by Me as well. In these cases, just attach what is needed – for example a signature or a comment – and Electronic records management will return the message to the processor or to another user for statement.

You can also click the Documents button on the RECORDS MANAGEMENT tab to look up any documents being processed or finished, outgoing or incoming. Use the filter button placed above the list to refine your search based on the name, processor, processing status or other details. You can find more details on searching the document list in chapter Filtering.

Click the name of the document to open the Incoming document form. You can view or edit the message here.

The tabs in the document header (Hand over, Path, Document copy and Insert into record) relate to its workflow. See chapter Document path, Document copy and Inserting an incoming document in a record).

There is a group of buttons placed in the upper right corner of the form:

The Originator of a document is your organization, the recipient of the incoming message. If your Electronic records management manages documents for more than one originator (e.g., for large organizations who have more than one data mailbox), you will need to select the correct entity. Some parts of the form are not available until you select the originator, for example assigning the UID and Reference number (see chapter UID and Reference number).

If you need to edit an incorrectly selected originator, you can click the button placed after the entity name to cancel the selection.

Clicking the arrow button on the right side of the window will expand the Originator section to display read-only details of the originator’s address and data mailbox.

To process a document in the Electronic records management, it needs to be assigned a UID (unique identification number, an unchangeable number) and a Reference number. The buttons to generate these values are available as soon as the originator is set for the document. The way the buttons are displayed depends on the records management settings by the administrator:

The format of both numbers is preset by the Electronic records management administrator. It may differ for different originators.

The Sender section is used to enter identification details stated in the message (letter, data message, etc.) itself. If it is received automatically, the Electronic records management checks whether the sender is already in its address book, and if not, inserts the sender in it. Incoming documents from downloaded data messages or e-mail have the Sender field already filled in.

If Simplified recipient creation is enabled, the button New entrepreneur is left out from the button set.

When an incoming document is created automatically, selected entries in section Document information are filled in automatically from the data message or e-mail. The pre-filled details cannot be edited. The Subject field is mandatory, and the document cannot be processed and finished without it. Other details include the Submit date and time. The Submit method specifies how the document was delivered – e.g. by registered mail, courier, etc.

You can expand the section by clicking the button placed in the upper right corner of the section to view more details; or you can click to hide it again. These details include submit method, reference number and file number assigned by both the sender and the recipient; this section also includes fields for delivery To the attention of, To the addressee only or disabling fiction of delivery. The Format entry is used to specify whether the document is electronic, analogue (paper) or hybrid; the preset value is analogue.

Some entries in this section are only displayed for some message types. For example, if it is an e-mail, the section also contains the whole Message body. For paper mail, the section lists the Posting number and Post office of posting.

If the document has been handed to you by a different user, the Document information section contains a prompt to take over the document. Only then you will be able to make any changes to it.

An attachment file (or several attachments) can be now attached to the incoming document. For data messages, an attachment is mandatory. Go to section Attachments; the number in brackets after the title shows the number of already attached files.

There are several methods of attaching an attachment: the corresponding buttons are available in the upper part of the Attachments section.

Before you start working with an uploaded attachment file, an antivirus check must be run on the document. Click one of the buttons Antivirus check of all attachments or Antivirus check of unchecked attachments.

There are two icons displayed on the left of the filename, indicating the status of electronic signature check and antivirus check.

The signature status can be one of the following:

If antivirus check is set up, an icon with the antivirus check status is also displayed on the left of the file name. If the antivirus check is disabled, the symbol is not displayed.

The date and time when the last antivirus check was run is listed in field Antivirus check time.

Antivirus application specifies which antivirus program and what antivirus database was used for the check. Both fields are displayed in the expanded view only.

There are several ways of converting attached files. They are available from the drop-down menu from the Document conversion button.

For more details on the conversion methods, see chapter Converting attached files.

For the following operations, it is recommended to expand the Attachments section by clicking the arrow button () on the right from Insert from drive.

When the Attachment section is expanded, additional details are displayed for each attachment.

Attachment redaction (anonymization) means creating a version with personal details unreadable, which is suitable for publication. Note that this function does not change the attachment itself. A separate file is created instead and stored outside the Incoming document form.

If the incoming document has two or more attachments, you can download them all on your computer drive at once. Click Download all attachments to create an archive ZIP file from all the attachments. Then the system will offer you the file for download.

To further process incoming attachments, you can use processes preset by the administrator and run them directly on the selected attachments. If a document is attached to an incoming message, such a process will create the corresponding new form and attach the document to it.

Before running a process, check the boxes for the attachments you want to include in the process. Use the Process option to select which process to run on the document or documents.

Then select the process type from the list. Use the option Process start method to select whether to run a single process for all the selected files or a separate one for each of the files.

Click Start process to confirm your choices. You will be notified of creating the process, the system will automatically create the form and prefill the attachment, Subject and the details on creating a document. You can find the process in section Processes – To Be Processed by Me.

If the message comes from a data mailbox or e-mail, the original form contains a separate section for Data message original or Message original. This section can be handled similarly to other attachments (LTA, insertion in the DMS section, download with the Attachment button) and there is also the button Print DM envelope available to print out the data message details. If you check the data message original along with the standard attachment when creating a process, the new process will include this attachment too.

The Additional information section contains details that do not relate directly to addresses and attachments.

Two additional buttons may be displayed in this section based on the document properties:

Every user can add their own note for the document in the Comments section and, if they choose, attach an attachment or more to the comment.

In the default state, before any comments are added, the section might be displayed “collapsed”. To insert the first comment, click the button on the right to expand the section.

You can use the same button later to collapse the section again.

To attach more than one file, repeat the procedure. Click Save comments to save the comment contents in the form. If you do not save the comments and close the form window, the comments will not be present the next time you open the form.

The Document processing section contains the details related to the procedure of processing the document. The document creation date and who created it (Created by) are read-only details. The person processing the document (Processed by) is also transferred from the document properties and cannot be changed directly, only by handing the document over to someone else.

The section is displayed collapsed by default – click the arrow button in the upper right corner of the section to display all its contents.

The option Select file plan class / File plan class has an autocomplete function – type at least 3 characters to look up the file plan class, the form then displays the matching options for you to select. Or press the space key three times to display all file plan classes. To display the last ten file plan classes used, enter three asterisks (*).

For clarity, the autocomplete list includes file plan names marked with the symbol. You cannot select these names. File plan classes are displayed in a tree structure based on their level and with an arrow icon .

To change your selection later, click .

If the File plan class has only one Retention policy assigned, it is prefilled automatically based on the class; if there is more than one, select the corresponding policy from the list. The retention policy specifies how to deal with the document in the future: whether it will be shredded or archived.

The Retention policy includes a Retention code (A – archive, S – shred, V – undecided) and the Retention trigger, which is the moment from which the retention period is calculated. Based on the retention trigger, enter one of the following:

You can edit both the File plan class and the Retention policy later by clicking .

The Lent section allows you to look up a user to lend them the document for a specific time interval. You can enter the first three characters of the name, then the autocomplete function will list matching users.

When a user is selected, the form will display the fields Lent from, Lent until and Returned. Enter the lending time interval in the first two fields, then enter the return date in the third when the document is actually returned. All lendings are saved in the document history.

The Lent section stays visible even if the previous section – Document processing – is collapsed.

If you make any changes in the document, click the Save document button in the lower part of the form to save the changes. The changes are then transferred to the Electronic records management server.

If the document has been created by mistake (e.g. unintended duplicate) and there is no need to process it, you can cancel the document. The document will still be registered in the Electronic records management with a note of the cancellation.

To cancel a document, click Cancel in the lower part of the form. The field Reason for canceling is displayed in the form, where you can enter why you are canceling the form. Confirm your decision by clicking Cancel the document. If the form requires confirmation by an electronic signature, a signature selection dialogue is displayed first, and then the document is canceled.

There are additional buttons displayed for documents delivered by a data mailbox or e-mail to create a reply easily.

Click Create reply to create a new outgoing document based on the details from this incoming document. Creating a reply does not change the original document. If you click Process and reply, the standard document processing steps take place first, including an electronic signature if required. Only then a new outgoing message is created from the document’s details.

If the document is coming from a data mailbox, there are two more buttons available for forwarding the message, for example for situations when a message has been delivered to a wrong recipient by mistake. The option Forward to another DM creates a new outgoing document from the details of this document, where you will need to enter the recipient and submit the message. The other option, Forward to another DM and process, creates an outgoing message and at the same time runs the steps for processing this document.

You can view processed and finished documents.

Sometimes you might need to edit a document even after it was finished. In such cases the processor can remove their electronic signature by clicking Reopen. The document then returns among the documents in progress, and you will find it on the PROCESSES tab, under the button To Be Processed by Me.

An incoming document from the Slovak data mailboxes contains the section Formulár UPVS (UPVS form). The section displays the document type as recognized by the Slovak data mailbox system, and the button Otvoriť formulár UPVS (Open UPVS form).

Click Otvoriť formulár UPVS to display the data message details. They can vary based on the data message type, but usually contain the message subject and body and a list of attachments that you can view here or download on your computer drive. Click Stiahnuť XML lokálne (Download XML locally) to save the text parts of the messages on your drive.

You can handle the electronic message attachments directly in the incoming message form. If they are not signed, they are saved here directly, like in other forms, and you can view them or download to your computer drive or convert to PDF and save separately in one of the Electronic records management folders.

Handling signed attachments is slightly different, because signed attachments of Slovak data messages are signed in a special format, ZEP. To handle them, the Electronic records management converts them automatically to their original format before they were inserted in the electronic message. Click Attachment to get the converted file in a format you can view, but without the electronic signature attached by the electronic mailbox.

Details of this converted file and the signed ZEP file are available in the detail of the Prílohy (Attachments) section you can expand by clicking . Each attachment lists the details for the converted (viewable) file version first. You can click Príloha (Attachment) to download the file on your computer drive. Or use the button Konvertovať do PDF (Convert to PDF) to convert files of other formats to PDF; select a records management folder in the next field and the resulting file will be saved there. Following are details of any signatures in the original file. You can click Znovu overiť podpisy (Revalidate signatures) to refresh the details. To view detailed signature data, click Výsledok overenia (Validation result).

The next section are details of the ZEP file, that is, the attachment as it is stored in the data message. Click ZEP attachment to download the file on your computer drive. The basic validation details follow. You can request new validation by clicking Znovu overiť ZEP (Revalidate ZEP) and then click Výsledok overenia ZIP (ZEP validation result) to display the details.