How work documentation works
On this page
Work Documentation keeps a written record of the work of the office, and a trace of who approved it. It is not tied to the law: any piece of work can be written up, and the same approval rule serves a memorandum, an internal note or a report.
The type carries the rule
A document has one Document Type, and the type decides what happens when the document is sent: whether it waits for approval, and who approves it. Eight memoranda come with the app, none of them needing approval; the office adds its own types and marks the ones that need a second pair of eyes. Changing a type changes the rule for the documents sent afterwards.
Numbering
A document receives its number when it is first saved: WOD, the year it was saved in, then a five-digit counter that keeps counting from one document to the next, also across years. The number never changes and is never reused. Lists and the search call it Sequence.
The life of a document
| Status | Meaning | Next |
|---|---|---|
| Draft | Written by its author; still editable. | Send for Approval |
| Waiting for Approval | Sent; each approver of the type has a to-do. | Approve, Reject |
| Approved | Accepted; final. | Print, duplicate |
| Rejected | Refused with a Reject Reason; final. | Duplicate |
A type that does not need approval goes from Draft to Approved in one step. There is no way back from the two final statuses: a new version is a duplicate, which starts as a draft with today's date and the user who made it as Author. Every status change is kept in the chatter with its date and its user; the body itself is not tracked.
The to-dos
Sending creates one to-do per approver, "Review and approve the work documentation", due after the number of days in the settings, 2 by default. Approving or rejecting closes those to-dos for everyone, so nobody reviews a document twice. Nothing else runs by itself: the app sends no e-mail of its own, and no scheduled job touches the documents. Each approver learns of the to-do the way Jaah announces any activity assigned to them: a notification in their inbox, or an e-mail when their notification preference is e-mail. See Work Documentation automations.
Who sees what
| Access right | Can |
|---|---|
| User: Own Documents | Create documents and edit them; see their own documents and every document of a type that names them as approver; pick types and templates; print. |
| Manager: All Documents | See every document; approve and reject; manage the types, templates and reject reasons. The settings page needs the Administrator role as well. |
Approving needs the manager access right even for a user named as approver: the to-do tells them, the decision is the manager's. Only a manager can delete a document. Archiving (Actions › Archive) is open to anyone who can edit the document, a user on their own documents and a manager on any; it keeps the record and hides it from the lists. Each document belongs to a company, and users see the documents of the companies they work in.
Bridges to the legal apps
When Cases, Consultations or Executions are installed, each gets a Work Documentation tab on its records. A document written there is linked to the record, carries its number as Source, and appears in the documents list like any other. The link shows in the Other Info tab of the document, where it can be changed.
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