Registry

Where finished requests are filed. Once a request is finally approved or rejected, it is dispatched to the registry offices its template names and to the global registry, and each office can find it and print its own copy.

Where
Menu › Work › Registry
Who
Registry officers (the Secret, Open and Senate registries and the CMD's secretary) open their own office's file. Registry & Records officers, ICT administrators and auditors open the global registry and every office. Other staff do not see the Registry in the menu.
Permissions
view_registry (the file of each registry office you belong to or head), view_global_registry (every office, and the global registry), export_registry (download a file as CSV), manage_registries (choose which units are registry offices). See Registry permissions.
How-to
Find a request in the registry
The Registry page for someone who can see the global registry and manage registry offices.
  1. Global registry. Where every request ends up, across all registries, with the total number of records.
  2. A registry office. One card per office: its name and code, how many records it holds, and when something was last filed.
  3. Registry offices. Choose which units act as registry offices. Only with the manage permission.

If you can open only one office, the Registry menu item takes you straight to that office's file.

The Open Registry's file, as a registry clerk sees it.
  1. Search. By reference or subject.
  2. Type. Only one request template.
  3. Decision. Approved or Rejected.
  4. Filed between. A date range (from, to).
  5. A filed record. Reference, Subject (with the type), From (originator and unit), Decision and Filed. Select it to open this office's copy.
  6. Export CSV. Downloads the file as it is filtered. Only with the export permission.

Screens

Registry
The offices you can open, and the global registry if you have it.
Global registry
Every finalised request, whichever registries filed it, including requests finalised before dispatch was switched on. Adds a Registry filter and a Filed with column (Before dispatch for the old ones).
An office's file
Requests filed with that office once they were finally approved or rejected. The address ends with the office code, for example /registry/REC-OPN. Export CSV appears with the export permission.
The office copy
Opening a record from an office's file shows the request page with a note: This is the … copy of the approved record, and Print this copy. The printout carries “Copy for: office”.

What gets filed

Approved
Dispatched to the registry offices the template names, to the originator and their heads, and filed in the global registry.
Rejected
Returned to the originator and the approvers, and filed with the registries like an approved one. Nothing skips the registry.
In progress, Returned for correction
Still live; not filed yet.
Withdrawn
Never reaches a registry.

On the request page, the Dispatch card lists the offices that received the record, each with a Copy button.

The registry offices on this installation are the Secret (REC-SEC), Open (REC-OPN) and Senate (REC-SEN) registries. Each request template has a switch per registry office, on by default. Administrators change the list under Registry offices. With no registry offices at all, finalised requests are not filed anywhere.

Depends on

The Registry needs the Requests module: it is only usable when both Registry and Requests are switched on (Settings › Modules). It files requests only; uploaded files live in Documents.

How do I…

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