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Signing Scheme

The Signing Scheme is the central system for marking and classifying documents based on the associated unit, user, or function within the organization. It is intended to ensure traceability, organizational clarity, a defined hierarchy, and a unified approach to document management.

In practice, it works as a hierarchical scheme of codes, where each code represents an organizational unit or an individual user, and determines who is responsible for receiving and resolving specific documents.

When creating a signing scheme, it is advisable to use a hierarchical structure:

  1. Root code – the organization as a whole.
  2. Organizational units – departments, sectors, business units.
  3. Sub-units – services, departments within sectors.
  4. Individuals – users who have a role in a specific part of the process.
    01.00.00.00 (Mikrografija)
    ├── 01.01.00.00 (Finančni oddelek)
    │    ├── 01.01.00.01 (Računovodstvo)
    │    └── 01.01.00.02 (Janez Novak)
    ├── 01.02.00.00 (Kadrovska služba)
    │    ├── 01.02.00.01 (Kadri in razvoj)
    │    └── 01.02.00.02 (Ana Kovač)
    └── 01.03.00.00 (Informatika)
        ├── 01.03.00.01 (Sistemska podpora)
        └── 01.03.00.02 (Marko Horvat)

The Signing Scheme administration module enables centralized management of the signing codes used for marking or assigning documents for resolution. It provides administrators with transparency, consistency, and simple management of the entire system for assigning documents.

Key functionalities:

  • Adding a new signing code:
    • To add a new code, select the "Add" option.
    • Enter all required data, following the recommendations above (Code, Name, Type - user or unit).
    • If it is a user, assign the corresponding unit.
    • If it is a unit, place it appropriately in the organization by setting the parent code.
    • Optionally set the validity (start date and, if needed, end date).

Set the following parameters on the signing code:

  • Code: enter the classification code designation.
  • Name: enter the name of the classification code.
  • Valid until: set the date until which the code can be used (optional).
  • Type: set the type of code: User or Unit.
  • Organizations: this setting applies to a multi-organization environment. In this field, select the organizations for which the classification code can be used. The selection of this code on documents will be limited to the selected organizations. If the field is empty, the code applies to all organizations.
  • Parent code: select the parent code. For a code of type "User", the parent code represents the organizational unit to which the holder of the signing code belongs. For a code of type "Unit", the parent code represents the higher-level organizational unit into which the unit is placed.
  • Holder: select the user who is the holder of the signing code.
  • Default signing code: if a single user is the holder of several signing codes, this setting determines which one is the user's primary signing code. The default signing code is used in process steps.

Some parameters apply only to signing codes of the "Unit" type:

  • Signing codes with access to all documents of the unit: by default, this field contains the reserved signing codes from the "Organizational role settings" section (Head of unit, Deputy head, Unit secretariat). By clicking the Edit button, you can change this setting for the unit's signing code (remove the default signing codes or add additional ones). This parameter defines the list of signing codes that, in the steps of BPMN processes where a document is assigned to a unit for resolution, will have access to the record and the ability to execute the step of the BPMN process.

  • Head of unit: set the signing code of the user who is the head of the unit.

  • Deputy head: represents the role of the permanent deputy head of the unit. Set the signing code of the user who is the holder of the role of permanent deputy head of the unit.

  • Unit secretariat: set the signing code of the user who represents the secretariat of the unit (optional).

  • Create related tasks for the head and deputy head: if this option is selected, documents that are assigned to the head of the unit in the steps of the BPMN process will simultaneously be assigned to the permanent deputy as well, and vice versa. Either one can execute the step of the BPMN process.

  • Editing existing signing codes

    • Find the code you want to change.
    • Click "Edit" and change the relevant data.
    • Confirm the changes with "Save".
    • The system logs the history of changes for traceability.

  • Deleting or disabling signing codes

    • The "Delete" option is available for selection only if the code has not yet been used or has no related records.
    • If it has, select the "Disable" option, and the code will no longer be selectable from the list of signing codes on documents.

  • Viewing signing codes

    • Use the filters and search field to quickly find a specific code.
    • The list of codes can be exported to Excel or CSV for further review or visualization.

Reassignment​

Administrators are able to perform reassignment on the signing scheme, both for the unit type and the user type. In administration, reassignment is enabled by default for the GOV modules, and depending on the environment configuration, it is also possible for other modules/document types, by selecting the "Document type" field.

When performing a reassignment in administration, the user specifies:

  • A change of access rights for the current signing code (either unit or user) (options: Remove all access, Keep all access)
  • A change of rights for the holder of the signing code (the holder, when it is a signing code of the user type, or signing codes with access to all documents of the unit, when it is a signing code of the unit type) (options: Remove access, Keep access)
  • A new signing code (only a code of the same type as the one on which the reassignment is being performed can be selected – if the type is "unit", a signing code of the new unit can be selected; if the type is "user", only a signing code of a user can be selected)
  • Selection of document types for reassignment (case, incoming document, internal document, outgoing document, etc.)
  • Optionally:
    • selection of user notification by e-mail (notification for each new task taken over from the previous signing code)
    • a comment (visible under the actions on the case's Workflow)

During reassignment, the following fields are updated with the new signing code (depending on the choices made during reassignment):

  • responsible person (field)
  • organizational unit (field)
  • permissions (Permissions tab)
  • approvers (Approval section): approvers change only for steps of the process that have not yet been completed

Reassignment also changes the tasks in the workflow. Process steps that have not yet been carried out are reassigned. Tasks that are already open are not reassigned. Fields, approvers, and permissions change both on the case and on its documents.

The following options are available for managing the rights of the current responsible person:

  • change of the responsible person's access rights: this change affects the addition/removal of the existing responsible person's signing code in the Permissions tab. The following options are available:

    • Remove all access: the current signing code will lose access to the case and all documents in the case (in the user interface, it will be removed from the Signing Codes section on the case and all documents in the case).
    • Keep all access: the current signing code will retain access to the case and documents in the case (in the user interface, it will remain listed in the Signing Codes section on the case and all documents in the case).
    • Keep access to documents: the current signing code will be removed from access to the case, but will retain access on the documents in the case (in the user interface, it will be removed from the Signing Codes section on the case, but will remain listed on all documents in the case).

  • change of access rights for the holder of the signing code (holder's username): this change affects the addition/removal of the existing signing code holder's username in the Permissions tab. The following options are available:

    • Remove access: the username of the current signing code holder will lose access to the case and all documents in the case (in the user interface, it will be removed from the Users section in the Permissions tab for the case)
    • Keep access: the username of the current signing code holder will retain access to the case and all documents in the case (in the user interface, it will remain listed in the Users section of the Permissions tab).

After performing the reassignment action, the person who carried out the reassignment receives a report on its execution by e-mail.