Continuing Records work in a protected screen¶
Some Records work needs a dedicated screen for files or signing. HiveAI can prepare a handoff to that work, then check a completion response when the conversation continues. Preparing a handoff does not upload a document, open a viewer, apply a signature or create a record by itself.
Availability: this page explains the source-side handoff contract. The complete frontend connection, completion response and corresponding final-screen journey still need verification. It does not establish that these assistant entry points are available in your environment. Follow the existing Records guide, document guide or pre-system import guide for the source activity where available.
Activities that have a handoff¶
| Activity | Work belongs in | What preparation means |
|---|---|---|
| Capture a record | The authorized Records capture screen, including the main document. | The assistant can prepare entry to capture; no record has yet been created. |
| Add supporting documents | The selected record's document screen. | The file transfer and save remain part of the Records journey. |
| Start a pre-system import | The import screen for individual files or an archive package. | Creating a submission and processing its items are separate outcomes. |
| Upload a record document | The authorized document upload screen for that record. | Preparation is not proof that a new version or supporting file exists. |
| View a record document | The protected viewer. | Current Records access is checked; the preparation response does not prove the viewer has opened. |
| Sign a record document | The protected signing journey. | Viewing, signature placement, personal checks and the applied result remain separate requirements. |
| Open public intake | The organization's approved public submission journey. | This assistant entry requires an authorized signed-in user; it does not create anonymous access to HiveAI. |
Personnel documents use the separate staff-record journey described in workforce guidance. A general Records handoff should not be used to bypass that specialist access boundary.
Access and the time limit¶
The source requires current Records viewing permission for viewing, and current Records management permission for the other handoffs. Viewing is in the Basic assistant capability; the others require Advanced. Product licensing, governance and environment availability still apply. An available assistant command is not a grant of Records permission.
For an existing record, preparation checks the current record version and the source's access rules. Personnel, Secret and other nonretrievable record sources can therefore be unavailable to these general handoffs even when another authorized specialist journey exists. A change in permission or record state can also prevent continuation.
A prepared Records handoff has a ten-minute validity period. If it expires, first establish whether the source activity already completed, then request a fresh handoff if one is still needed. Expiry of the assistant step does not undo a saved record, uploaded document or completed signature.
Keep the source result separate from conversation progress¶
Completing work in the protected screen and continuing the conversation are two separate events. A record or document may have changed successfully even when the assistant cannot accept the return response. Repeating the source activity just to resume the conversation can create duplicate work.
Creation handoffs check a saved creation result and the referenced source. Import creation confirms a submission identity; it does not certify that every item imported. For existing-record document work, the current continuation checks access and source-version relationships, but it does not independently prove the exact viewing, upload or signing event. Use the actual document or signing result as the evidence of that action.
Keep file contents, temporary document links, signature material and PINs in the appropriate protected journey. They are not inputs for an ordinary assistant prompt. A sentence saying “done” is also not a substitute for the application's verified return to the conversation.
Recover a failed return¶
If the handoff is expired, unavailable or out of date, check the organization, selected record and current access. If work was attempted, inspect the authorized source result or ask support to confirm it before starting over. Keep the original request and record or submission reference when available.
If viewing did not open, continue through the authorized document viewer where available. If an upload or signature was attempted, verify the document/version and its actual status. If an import was created, follow that submission's progress instead of creating another submission solely because the assistant return failed.
Give support the activity, approximate time, visible message and relevant references. Do not paste a handoff token, PIN, signature material or temporary viewing link into an unrelated support channel. Support needs to distinguish failed preparation, source completion, an expired return and conversation recovery.
Before enabling these connected journeys, the implementation must verify the protected screen, the source's completion evidence and the assistant return together. The initial reader review should also confirm that users can tell when the underlying work is complete and when only the conversation needs recovery.