Add shared work to Records¶
Adding received shared work to Records creates an official record owned by the receiving workspace. It gives the accepted package an official number and files it under the workspace's classification and retention rules. Use this when the package needs to become part of your organization's managed records, rather than merely remain an exchange with another workspace.
Availability: These are the intended steps from the inspected final designs. The backend implements receiving-side registration and filing, with the limits below. The inspected frontend still contains sample screens and unconnected controls. Connected use and delivery in your environment remain unverified; this draft does not promise that the action is available in your application yet.
Before you start¶
- Open the receiving workspace using your own account and find the package in Shared work. You must be able to access the received package and have permission to manage records. Being a participant or accepting the work does not grant that permission.
- Check that the work is Accepted. Acceptance, completing the requested work and filing an official record are separate actions. See Accept, reroute or reject shared work.
- Review the primary document and its version details. The filing checks require a complete document reference, including its version label and change summary. A file name in the list alone is insufficient. See Open the primary document.
- Check Records status. If a record is already linked, use Open record and verify it before attempting another filing.
- Make sure the workspace has current record types and classification choices. Ask the Records administrator when choices are missing or inappropriate; do not invent a category or choose an unrelated classification to get past a blocker.
The ready indication is a preliminary check. It does not reserve a record number, lock the package or guarantee that submission will succeed. Permission, package information or Records setup can change before you submit.
Register and file the package¶
The dialog contains the following fields. Suggested values need your review; they do not establish that the record is correct.
| Field | What to enter |
|---|---|
| Record type | The kind of official record this package should become, such as Incoming correspondence when appropriate. Your administrator's current policy must support the selected type. |
| Classification | The applicable location in the workspace's classification plan. Check the readable path so similarly named choices are not confused. |
| Subject | A clear title that helps colleagues find and understand the official record. |
| Description | A useful explanation of the package and why it is being retained. This is required by the current service, although the inspected design does not display a required marker. |
- Open the received package and check its title, sending workspace, routing, primary document and Records status. Confirm that this is the package your organization intends to retain.
- Select Add to records. The intended dialog is titled Add this work to records.
- Review the source-document card: file name, type, size when available, version and change summary. Stop if it describes the wrong file or conflicts with the package behind the dialog.
- Complete the four fields described above.
- Review the details and select Add to records once. Cancel leaves the dialog without requesting filing.
- After success, check Records status for the official number and added time, then select Open record. Verify the record's subject, primary document and classification in Records.
The inspected compact desktop design uses the same fields and confirmation. A connected mobile journey and loading, validation and uncertain-response variants still need verification.
Do not follow the older frontend preview's separate record-space, folder and retention-selection sequence as current filing instructions. The final dialog has the four fields above. Retention is determined by the workspace's Records policy for the selected record type; this dialog does not offer a separate retention choice. See Classification and retention for the policy explanation.
What happens after filing¶
The receiving workspace owns the new registered and filed record. Records assigns its official number, stores the filing classification and applicable retention code, and keeps references to the exchange and its local received package. This path does not automatically start the normal incoming-record workflow.
Shared work receives the record link and exchange-state updates separately. The official number, history and status may therefore take time to agree. A success response does not prove that every screen has refreshed. The inspected success design shows Open record both near the package actions and in Records status; an Accepted badge is not sufficient evidence that filing failed.
Filing does not transfer ownership of the sender's original work, delete that original, complete its requested business action or grant everybody access to the new record. Opening the record still depends on Records access. The handoff uses the supplied document reference: it does not by itself prove a new physical copy was made or establish automatic synchronization with later sender changes. See Bringing existing work into Records for the shared rules.
Recover when filing is unavailable or uncertain¶
| What you see | What to do |
|---|---|
| A requirement says the work must be accepted | Check the current package state and your responsibility. Use the normal acceptance journey when appropriate. If it already says Accepted, refresh and report the contradictory message; do not accept it again just to clear the wording. |
| The primary document or its details are missing | Confirm the package with its responsible owner. Ask support to check incomplete document information; selecting a different classification cannot repair a missing file. |
| No permission to add the package to Records | Ask an authorized Records colleague or administrator to handle the filing. Adding yourself or someone else as a participant does not grant Records permission. |
| Record types or classifications are unavailable | Ask the Records administrator to verify the current plan and service availability. An empty list can reflect a retrieval failure as well as missing setup. |
| A field is rejected | Read the message, supply all four required values and check the selected classification. Do not repeatedly submit an unchanged invalid form. |
| The dialog says This work cannot be added to records yet | Read the stated requirement and select Close. Resolve the actual requirement before returning. If the document card or requirement contradicts the package, report that inconsistency. |
| Submission times out or the result is unclear | Preserve the package reference and any response details. Refresh the package and ask an authorized colleague or support to check Records for the existing result before starting another filing. A missing link alone does not prove no record was created. |
| An official number appears but Open record fails | Keep the number and ask support to check record access and the linked result. Creating another record is not an access-recovery step. |
| History, status and the record link disagree | Refresh and allow the linked updates to arrive. If the discrepancy persists, report the package reference, official number if present, observed message and approximate time through an approved support channel. |
The current backend does not establish a general guarantee of one record per shared-work package across separate filing attempts. Support must distinguish a retry of the original attempt from a new filing request. Do not use repeated new submissions as a way to test whether the first one succeeded.
For managers, an official number is evidence of registration, not approval of the document, completion of the exchange or proof of a retention outcome. Review the resulting record and its access under the normal Records process.
Continue with Read a shared-work package, Records or the Shared work overview.