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Registering a New Document

In ELMA, you can create a new document and register it at the same time.

There are two ways to start registering a new document:

1. Go to the Records Management section in ELMA Web Application and click Register (fig. 1).

Fig. 1. Register button in the Records Management section

2. Click Register Document in the top menu of the main page (fig. 2). This button is available if the user has permissions to register documents.

Fig. 2. Register button in the top menu of the main page

The next steps of registering a document are similar.

1. If documents registration options are configured in ELMA, then you have to select one in the opened dialog box (fig. 3). If none of the available options is suitable for registering this document, click Register Other Document (fig. 3).

Fig. 3. Dialog box for selecting a registration option

After you click Register Other Document a dialog box opens, where you have to select the document type.

Fig. 4. Window for selecting the document type

If there are no registration options, a dialog box will open (fig. 4).

If only one record card type is configured for the selected document type and this type can be registered in only one category, then the required registration parameters will be added automatically. To register the document, click Register.

If several record card types are configured for the selected document type or this document type can be registered in several categories, then you will have to select the registration parameters in the document registration dialog box and click Register.

You can save the data entered in this window as a new registration option. To do so, click Save Variant, enter the name of the new registration option and click Save.

2. If several record card types were found for the selected registration parameters, select only one from the drop down list.

3. The opened page for creating and registering a document has two tabs:

Common. Document registration form. On this tab you have to:

Enter the document registration number, unless the auto numeration is configured.

Or use a reserved number. To do so, check the User Reserved Number box.

Change the registration date, if necessary. By default, the current date is used.

Fill in the document creation fields. The fields depend on the document type settings. Fig. 5 shows document creation fields

Fig. 5. Example of a document creation form

Records Classification Scheme. This tab displays the document registration parameters in the current records classification scheme of the company: docflow, document type, registration office and category (fig. 6).

Fig. 6. Records Classification Scheme tab

4. To complete registration, click Register.

To postpone registration and save the data that you have specified in the record card, click Register - Save Draft (fig. 7).

Fig. 7. Register - Save Draft button

After clicking Save Draft, a record card draft and a document of the selected type will be created. All the record card drafts are stored in the Drafts folder of the Records Management section. Later you can open this record card draft and complete registering the document.