How work becomes an official record¶

Record promotion preserves work from another part of Zerohive in the organization's records system. Most promotion paths create an official record linked to the originating work; a workflow handoff can instead add a document to an existing record. This helps teams trace where a document came from while keeping the originating work and the records lifecycle distinct.

Availability: this page explains the results the platform prepares. Availability of the corresponding application actions still needs verification, so this page does not provide action-by-action instructions. A successful action in the originating workspace, a promotion request and a completed record are separate events; confirm the available journey with your administrator.

Different sources produce different results¶

The source's reference and the new records reference serve different purposes. An official letter number identifies correspondence; a records number identifies the resulting record. Keep both when investigating a handoff.

Registration, filing and workflow¶

General promotion obtains numbering rules from the active classification plan. Missing or invalid rules can prevent promotion. A registered result starts under registry control and has no filing placement merely because the system resolved a classification rule.

Incoming-correspondence promotion can request an automatic workflow. That request is asynchronous: the official reference does not prove that the workflow is already running. Other categories do not acquire a workflow solely because promotion succeeded.

Inbound shared work follows a different rule. It requires an existing active classification plan, uses a selected location from that plan and files the receiving organization's record immediately. It suppresses automatic workflow startup in this path, even for a category that would normally request it. The selected location and the category's retention rule are separate inputs; administrators must check that they are appropriate together.

See classification and retention for the effect of filing, current policies and missing configuration. Promotion itself is not evidence that an organization-specific retention policy has been prepared or approved.

Official-letter completion and repeated requests¶

The correspondence handoff requires a previously issued letter and a trusted attachment. The source selects the earliest attached document for the promotion request. The records service resolves that trusted attachment before creating the new record. The official-letter handoff guide explains the intended confirmation, policy timing, pending state and recovery. First-time background promotion has an unresolved identity-handling dependency; connected completion remains unverified.

When a record for the same official letter already exists, the Records path reuses it and sends completion information again. It does not make a fresh copy of the letter, replace the document with a later attachment or automatically repair a different dossier assignment. If the source display is still pending, support should reconcile the existing record and the delayed link.

HR-query letters can additionally be filed and attached to an existing personnel dossier. This special case does not give general users access to personnel files. Keep staff-record access and case responsibilities within their authorized journeys; see personnel files.

HR responses and outcomes¶

The HR case handoff preserves staff responses, supplementary responses and review or withdrawal outcomes as generated PDF documents. The PDF uses the saved text and includes the case reference, document type and recorded time. This is separate from issuing an HR notice through official correspondence.

New capture requires the correct existing personnel dossier and valid filing and numbering rules. It creates an official personnel record, files it and makes that staff dossier its primary dossier. Numbering and filing use the source document's recorded creation time, which may be earlier than the time the background capture finishes. A successful capture is not evidence that an HR decision has been independently approved or that every case attachment was copied.

When the same source document is delivered again, Records reuses its existing record and sends the case-link update again. It does not replace the saved PDF or repair a different personnel-dossier assignment. If the case shows a saved response or outcome but no record, ask authorized support to reconcile the existing source document and its capture before repeating the case action. A case link is a saved relationship; open the authorized personnel record for current information. Personnel-file access remains required, and these documents do not become visible through general Records access.

References to existing records¶

A reference from another item can identify an existing record using its reference, subject and stage at the time of lookup. It does not copy the record's document, grant access to it or prove that its stage has stayed the same. Keep the originating item's reference and the record's reference separate. When a linked summary and the current record disagree, use the authorized record view and ask support to reconcile the relationship.

Inbound shared work and readiness¶

Shared-work readiness information describes prerequisites including inbound direction, acceptance, an available primary document, records permission, setup choices and whether a record is already linked. These checks help explain why an action may be unavailable.

The prerequisites shown by readiness and the checks made when saving are not yet fully aligned. This remains open for operational verification. Follow the supported accepted-work journey; if an action is unavailable or its result is unclear, keep any returned reference and ask support to reconcile the attempt before starting another one.

Promotion creates a record and its initial document version from the source's document information. It does not establish a separate physical storage copy, delete the original or give the recipient control over the sender's record. Later changes in the originating work are not automatically synchronized by the promotion process. The resulting record follows its own supported document and lifecycle rules.

Dossiers are not automatically created for general promotion¶

The current general promotion policy leaves automatic dossier creation disabled. A successfully promoted record therefore does not imply that a new dossier exists. Use the supported dossier relationship when grouping is required.

Automatic personnel and case dossiers are separate mechanisms, described in specialist dossiers. Their existence does not enable the disabled general promotion policy.

Workflow supporting documents¶

The workflow handoff applies when a document is explicitly targeted at an existing record. The inspected ordinary promotion path excludes documents marked as signed artifacts; governed signing has its own flow.

The system can recognize an existing supporting file and add a missing workflow reference without adding the file again. Ordinary supporting-document capacity still applies, and historical imports reject ordinary document and source-information additions. A missing target record can leave the workflow handoff without a Records attachment, so success in the originating workspace alone is insufficient evidence of completion.

See record documents for version handling, capacity and access. Promotion does not create an unrestricted attachment channel.

Recovery and business assurance¶

Managers should verify the resulting record, its source reference and any required filing or dossier relationship. A button label, success notification or queued request alone does not establish all of those outcomes. Promotion supports traceability; it does not by itself certify retention compliance, independent storage preservation or a completed approval process.