Review record files and processing¶

A record brings together the received correspondence, its saved files, responsibility and processing history. Use this guide to distinguish the original submission from later evidence, open the intended saved version and understand what the current process is doing.

Availability: these steps follow the inspected final designs. The frontend still contains a sample record and preview controls, so confirm that your organization's connected Records experience is available. A sample file, process or success message does not prove a saved result. General Records access does not include personnel records.

Read the record in context¶

Open Records, find the item in the appropriate list and choose Review record, Open record or View progress. Check the subject and reference before working. The final detail design has Overview, Process, Documents and Activity tabs.

Overview separates the record's stage, registration, custody and filing information. These describe different aspects of the same item: a registered record can still be unfiled; a completed process can leave an earlier process in its history. A responsible office or role is not proof that a named person has accepted a task.

The saved destination describes the organization structure captured for that record. It may differ from today's organogram. A later destination change preserves the original receiving office and recipient role. Missing names or a message that destination details are unavailable must not be filled in from assumptions about the current organization.

Some sections only apply to particular records. Public submissions can have sender and addressee details; imported historical files can have import provenance; filed records can have retention information; a dossier groups related records. An unavailable section is different from a section that does not apply. Ask the registry to investigate a missing expected detail instead of interpreting it as proof that the underlying relationship never existed.

Registration and destination actions have the eligibility rules in the intake guide. Their presence in an unfinished screen is not permission to use them on an in-progress record.

Open a saved file version¶

1. Open the record's Documents tab.
2. In Record documents, select the main document or a supporting document. Check the selected filename and whether it is marked Primary or Supporting.
3. Review Version history. The intended display places the newest version first and identifies the Current version. Check the version number, saved filename, change summary, contributor and date.
4. Choose View file beside the version you actually need. Opening an older entry is different from opening the current main document.
5. Check that the viewer opened the selected file and version before using it as evidence. If it cannot open, return to the record and request a fresh view; do not substitute a different version without making that choice explicit.

A document can have several saved versions, and a record can contain several documents. Three files with three versions of the main file still means three files, not five files. Each version preserves its own filename and contributor; a later rename does not rewrite the earlier entry. A missing contributor name or size means that information is unavailable, not that the file had no author or contained zero bytes.

The Documents design provides read-only review of existing files and their history. It does not offer replacing, deleting, reclassifying or signing a saved file. Signing belongs to an eligible assigned task; see sign a record document. Being able to view a file does not make you its authorized signer.

Viewer sessions and explicit download links are temporary. Reopen from the authorized record context when they expire, and keep viewing credentials private. File-format support depends on the shared viewer and active upload policy; a ZIP example in a design is not a promise of public ZIP upload or an interactive ZIP preview.

Understand a signed version¶

Signing starts from an eligible assigned task, using the signing guide. A signature preview, a submitted signing request and a saved record version are separate results. When the signed document is successfully applied, Records adds a version to the existing main document and preserves the previous versions. It also records the task as a source of that change. This does not create a second main document or add a supporting file.

Use the document history to check the saved result and the signing task to check its outcome. A saved signed version does not by itself mean the whole process has finished or the record has been filed. Another process step may follow, and the task can still need attention if its completion could not be reconciled.

If the main document changes while you are signing, the original attempt may no longer apply. A changed-version message after a lost response can also occur when earlier work already saved a new version. Preserve the original signing reference and check its status before signing again. If the record and task disagree, ask support to reconcile them using the record, task and signing references. Do not send signature images, viewing links or signing credentials in an ordinary support message. The signing guide explains when a fresh attempt is offered and when the existing result needs investigation.

Add supporting documents¶

Use this action for additional evidence associated with an existing general record. You need permission to manage records. Imported Pre-system files are immutable through this action and do not accept additional supporting documents.

There can be at most nine supporting documents in total on a record, in addition to its main document. The allowance is not renewed on each update. For example, a record with two supporting documents has room for seven more; after selecting two of those, five spaces remain. If all nine spaces are occupied, contact the registry about the appropriate record-handling procedure instead of trying to bypass the limit.

1. Open Documents and choose Add supporting documents when the action is available to you.
2. Check the record reference in the dialog. Select at least one file and no more than the remaining capacity. Use Choose more files to add further selections within that capacity.
3. Check the selected files, formats and sizes. Wait for the uploads to finish. The original documents and saved versions should remain unchanged.
4. Choose the confirmation button, such as Add 2 documents, after checking its count. Choose Cancel if the selection is not ready.
5. Return to the document list and confirm that the newly added supporting files appear with their own first versions. Do not treat a selection or upload alone as a completed update.

The inspected dialog currently presents a fresh nine-file allowance on every update. This is a design correction in progress; follow the record's remaining total capacity. Repeated selections of the same upload are rejected. This does not promise that the system detects identical file contents uploaded separately.

If saving times out, keep the record reference, filenames, time and error text. Ask support to reconcile the existing attempt before starting another update. Upload cleanup can itself fail, and an uncertain save does not prove that nothing was added. Do not include viewing credentials or confidential file contents in an ordinary support message.

Follow the process¶

1. Open Process for the selected record.
2. Check Current process and its reference, status, current step and start time. Keep the process reference distinct from the record's official reference.
3. Read Active work to understand the current task, responsible role, shared queue or named assignee and any supplied deadlines. A queue-owned task may have no individual assignee.
4. Read Process timeline for saved events from that process. The intended timeline runs from older events to newer events; it is not a prediction of future work.
5. Review Process history separately for current and earlier runs. An earlier completed run does not make the current run complete.

The inspected Process screen is a reading view. Use the assigned task's actual workflow action to do the work; this page does not itself approve, complete, transfer or sign a task. Workflow work queues explain the action context, and deadlines and escalation explain time signals.

No current process means the record has no current-process link. It does not necessarily mean that no earlier run exists: check history independently. Temporarily unavailable means a section could not be read; other record information may still be available. Do not replace that message with “no tasks” or “no earlier processes.” If an expected handoff is missing, provide the record reference to the registry or process owner.

A run marked current in history is not necessarily the process selected for this record's current detail. The marker is based on the run's status, so a returned or paused run can retain it and several runs can have it. Confirm the process identity and saved status before deciding which work is active. An empty history means no matching runs were returned, so ask the process owner to investigate if you have evidence of an earlier run. Keep the displayed process reference with your support request: history may use a generated process identifier that differs from a submitted request reference.

What process completion means for Records¶

Registration of supported incoming correspondence requests a process; the later start outcome links it to the record. The linked process and saved record stage are the evidence that the handoff actually happened.

When the current matching process completes, the current Records policy resolves the active classification plan and files the record. Filing saves classification and retention placement, changes custody and ends the current process link while keeping its history. A missing or invalid classification setup can prevent that outcome from being applied. The record and process can temporarily disagree while the handoff is pending or failing; the responsible team must reconcile them.

A matching rejected outcome ends the current process link and returns the record to registry-controlled, unfiled custody with a rejected stage. This does not delete its files. Other process statuses, including cancellation, do not automatically imply a matching Records lifecycle change. Contact the process owner when the two views disagree.

For managers and business owners, use these distinctions to establish what actually finished: document upload, registration, process completion and filing are separate outcomes. File counts and history are useful evidence, but they do not establish a compliance certification or the quality of the work.

Empty or unavailable results¶

Provide only the organization, record/process reference, selected filename/version, approximate time, intended action and safe error text through the approved support channel.