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Sending a Document for Acquaintance

This operation allows sending a document for acquaintance to any user/users. An acquaintance task with an attached document is created in the system.

To send a document for acquaintance:

Open the page of the document, which you want to send for acquaintance.
Click Send in the toolbar and select Send for Acquaintance (fig. 1). A form will open (fig. 2)

Fig. 1. Send for acquaintance

Fig. 2. Form for sending a document for acquaintance

The form includes two tabs: Send for Acquaintance and Document.

The Document tab contains the document page.

The Send for Acquaintance tab allows selecting users, document version, and adding a note.

The Send for Acquaintance tab includes the following fields:
Subject* – acquaintance task name. The name of the sent document is added to the field automatically. You can change the subject, if necessary. This is a required field.
To* – the list of users who must read the document. Apart from separate approvers, you can add custom user lists. This field is required. The selected users will be displayed under the field (fig. 3).

Fig. 3. Selecting users for the document acquaintance

By clicking on the cross icon next to a user's name, you can remove the user from the list or clear the entire list of selected users. When you click on this button, a dialog box opens (fig. 4), where you need to select a further action:
Yes - remove the selected item;
Delete All - clear the list of selected users
No - cancel and return to selecting users

Fig. 4. Warning dialog box

Document acquaintance tasks will be assigned to the selected users.

Take substitutions into account* – possibility to check for active substitutions when sending a document for acquaintance:
Yes - the document will be sent to the substitute user;
No - the document will be sent to the substituted user.

Get Acquainted Before* – the end date of the acquaintance task. If necessary, you can specify the end time. To do so, check the Specify time box (fig. 5). This field is required.

Fig. 5. Selecting task end time

Inform me when executors are acquainted – if you need to be notified when the user is acquainted with the document, select Yes. By default, No is selected. The acquaintance tab of the document page shows which users have already been acquainted with the document.

Document Versions* – select the document version to send for acquaintance. By default, the current version is used. To change it, click Select Version (fig. 6). You can select only one document version.

Fig. 6. Selecting a document version

Click the document name to open its page (fig. 7, unit 1).

Click the file name of the selected document version to download it to your computer or open in browser (fig. 7, unit 2).

Click Edit to edit the selected document version (fig. 7, unit 3) in ELMA Agent.

Fig. 7. Working with document versions

Note – here you can specify additional information on the document or the acquaintance task.

Top menu

The top menu of this page includes the following buttons:

Send the document for acquaintance.

Set time report limit for the acquaintance task. Clicking this button adds the Time report limit field to the form.

3. To send the document for acquaintance, click Send. If the users to whom the document is sent do not have access to the document, the system will offer you to assign access.

When you send a document for acquaintance:

Document acquaintance tasks are created for each selected user.
The Acquaintance tab is added to the document page.
The General Information tab displays the current acquaintance tasks (fig. 8).

Fig. 8. Current tasks

Sending a Document for Acquaintance

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