Use of tasks and task folders

Use of tasks and task folders

Introduction Transaction documents Activity folder

Introduction

With the activity documents and the activity folders, ClassiX® provides a powerful instrument for the management, control and archiving of business communication. However, in order to be able to use these means in a meaningful way, some prerequisites are required. These will be explained in this document. In addition, the exact workflows for recording the transactions are described, including examples. In addition, there are some tips on how to handle the documents and folders. But one thing in advance: without consistent use, the best capture and visualisation tools make no sense.

Transaction documents

An activity document always represents an activity. These can be divided into 4 types:

• Note
• Letter
• Fax
• e-mail

In terms of functionality, all types offer the same, this classification is only for a better overview and for some automatic functions. For example, for letters and faxes, the corresponding templates are always loaded. A transaction document is now used to record all information about a transaction. In addition to standards such as date, subject, completed, etc., various fields are available. In addition, any number of recipients can be specified and in which transaction folders the document should be saved. To further increase flexibility, ClassiX® allows to attach any external files to a transaction. This way, almost everything can be recorded specific to the transaction.
In order to also record a sequence of transactions in the overall context, follow-on documents can be created. In this way, the entire correspondence on a topic can be recorded chronologically. Most importantly, however, it is not only possible to record events from the past, but also to create a corresponding document at the same time as a letter is created. To keep the effort as low as possible, you can write and print your letter directly from the document. In addition, ClassiX® is also able to dynamically insert already existing data.

Example: Creating a letter

The first step is to create a new letter process. Together with the editing mask for the document, Microsoft Word is also started and the preset document template is loaded. Here you can now write the actual text of the letter. To return to ClassiX®, Word can simply be closed. Now the additional data for the document are entered (subject, recipient, ...). ClassiX® will then automatically add these data to the Word document. Now the letter just needs to be printed with ClassiX® print function.

The most important thing is to use the transaction documents consistently. Only in this way is it possible to create a complete and well-organised archive of business correspondence over time. If letters, e-mails, etc. are always created together with a transaction document from ClassiX®, the additional work is limited. However, once some e-mails have been created, for example, it is quite a lot of work to record and integrate them afterwards.

Activity folder

Activity folders are used to sort and organise the activity documents. You can create and remove folders according to your needs. So everyone can build up an individual structure to organise his tasks. In addition to the self-created folders, there are also folders that ClassiX® creates automatically. These folders can neither be removed, moved nor renamed. They serve to sort out certain documents in a reasonable way from the beginning.
The activity folders are then assigned to the roles of a person or the person directly. Thus, the activity documents can also be managed contextually. In addition, you can also save a comment for each folder you create. This makes it easier to assign the folders to a certain topic or similar.
It is also important to use the task folders consistently and especially to make use of the comment function. After all, all the recorded tasks are only useful if they can be found again.