Acquaintance Sheet

When you send a document for acquaintance, a new acquaintance sheet is created. It displays all the recipients of the document and the acquaintance results.

When a document is sent for acquaintance, the Acquaintance tab appears on the document page. If this tab is absent, the document has not been sent for acquaintance (fig. 1).

This tab displays acquaintance sheets. You can send one document for acquaintance several times. Each time you do it, a new acquaintance sheet is created. You can find all the acquaintance sheets on the Acquaintance tab. The number shows how many times the document has been sent for acquaintance (fig. 1).

Note that with specific settings, the duplicated user can be removed from the acquaintance sheet. Alternatively, the same user can be displayed in the acquaintance sheet two or more times.

– open the acquaintance sheet

– hide the acquaintance sheet.

Fig. 1. Document page. Acquaintance tab

The acquaintance sheet includes (fig. 2):

A data table which displays all the users to whom the document was sent, the acquaintance task status for each user, acquaintance date (only for the Acquainted status), comments added by users, and the files that were attached when completing/cancelling the acquaintance task.

In some cases, the executor column can display several users – the main executor of the task and its first executor (in parentheses):
when an acquaintance task is reassigned by the executor. The user who reassigned the task will be marked as the first executor;
when an acquaintance task is reassigned due to a substitution. The substituted user will be specified as the first executor.

If an acquaintance task was manually reassigned by the initiator of a process, the information about the first executor will not be saved. The acquaintance sheet will only display the user to whom the acquaintance task was reassigned.

2. Acquaintance statuses

Pending Acquaintance – the document sheet has active tasks;

Acquainted – all the users have completed the document acquaintance tasks;

Closed – the acquaintance task has been cancelled by a user with respective access permissions. Note that only acquaintance sub-tasks can be cancelled. To cancel a task, open its page and click Actions – Cancel Task in the toolbar.

3. Document version, sent for acquaintance.

Fig. 2. Acquaintance sheet sections

Acquaintance sheet

On the acquaintance sheet you can:

1. Add new users for acquaintance. To do so, click Add Executor (fig. 3).

Fig. 3. Adding a user to the acquaintance sheet

In the opened dialog box, click

or use the drop-down list to select the user who must receive the document for acquaintance and click Add.

Note that when the specific settings are configured, it will not be allowed to select the users who are already in the acquaintance sheet. In this case, the following message will be displayed (fig. 4):

Fig. 4. System error message

The selected user will receive an acquaintance task on this document. The task will have all the parameters specified when the document was sent for acquaintance.

2. Interrupt acquaintance. Acquaintance is interrupted for all the users in the acquaintance sheet.

To interrupt acquaintance, click Interrupt Acquaintance (fig. 5).

Fig. 5. Interrupt Acquaintance button

On the opened form, click Interrupt Acquaintance to interrupt the operation or cancel it by clicking Cancel (fig. 6). You can also add a comment and/or attach a file.

Fig. 6. Interrupt Acquaintance dialog box

When you interrupt acquaintance, the acquaintance task is automatically closed. The Acquaintance Interrupted status is set in the acquaintance sheet.

3. If an executor has not got acquainted with the document, you can delete them from the list by clicking

to the right of their name. In this case, the task is deleted from the user's task list.

You cannot delete all the users from an acquaintance sheet. If there is only one user in the acquaintance sheet, this feature is unavailable.

4. Download the document version sent for acquaintance. To do so, click Download Document in the Version for Acquaintance section (fig. 7).

Fig. 7. Version for Acquaintance section

Exporting an acquaintance sheet

You can save the acquaintance sheet as a .docx or .pdf file. To do so:

1. Click Actions and select Generate Acquaintance Sheet in the top menu of the document page (fig. 8).

Fig. 8. Generating an acquaintance sheet

After that, a dialog box for generating an acquaintance sheet will open (fig. 9).

Fig. 9. Form for generating an acquaintance sheet

2. Check the sheet/sheets you need to download.

When you select several acquaintance sheets, they are merged in the downloaded file and the participants are not repeated. Acquaintance statuses, dates and comments are specified as in the latest acquaintance sheet for each user. In the system, acquaintance sheets are not merged.

3. If you need to generate a .pdf file, the Create as a PDF File box must be checked. It is checked by default, so if you need to generate a .docx file, uncheck it.

4. Click Create. The acquaintance sheet will be automatically exported to a file of the specified format and saved to your local computer.

Acquaintance sheet is automatically downloaded to the local PC.

An example of an exported acquaintance sheet is in fig. 10.

Fig. 10. Exported acquaintance sheet