Understanding STP.Documents

This section uses an example to show you what the lifecycle of a document in your office might look like. It introduces and explains the interaction of some of the key STP Documents components.

Inbox

Every day, various types of documents arrive or are created in your office. Typically, all new documents are initially placed in the inbox. There are several ways to add documents to the inbox:

• Documents are imported into STP Documents via the [Document Collector] and linked to tasks.

• Documents are dragged and dropped from the Windows file system or MS Outlook into the "DMS Import" window or onto the sidebar and linked to tasks.

• Documents are imported via the import function of STP Documents and linked to tasks or task lists.

Example

The following documents might arrive on a given day:

• a response to a lawsuit for the Mustermann case

• a scheduling notice for the Musterfrau case

• an expert opinion for the Musterfirma case.

The following documents might need to be created:

• Caseworker Müller needs to create an invoice

• Caseworker Schulze needs to respond to Mr. Schneider's status inquiry via email

• Attorney Jura is writing a lawsuit for the Musterfirma case, which needs to be copied and mailed.

Tagging

As soon as possible, incoming documents should be assigned to a file and tagged. This means that the documents are recorded with file data and document data in STP Documents. This way, you can assign the documents to the correct case and easily find them when needed.

Since a significant number of documents can accumulate over time, you should establish rules for tagging in your office. This way, documents are organized according to clear structures, and you can search for documents specifically. In the [Theme Designer], selection lists for selection fields can be defined.

Example

The documents from the example could be tagged as follows: The response to the lawsuit, the scheduling notice, and the expert opinion receive the file type "Attorney File." The invoice and the status inquiry receive the custom file type "Invoice."

The documents can be assigned many other document data, so all documents are recorded meaningfully and clearly in STP Documents.

Task Lists

Assign a task list to all documents that need to be processed in any way. For task lists, for example, the document is automatically forwarded to the next person designated for the following task in the task list after a task is completed. After the last processing step, the task list is completed.

There are four different types of task lists, each with specific characteristics:

• Strict Task Lists

  In strict task lists, the exact order of task processing is already predetermined. The processors must start with the first task and work through the remaining tasks in chronological order.

• Combined Task Lists

  In combined task lists, the order of task processing is already predetermined (just like in strict task lists). However, you can change the order of task processing if needed.

• Free Task Lists

  In free task lists, there is no predetermined order of task processing - they are completely free to use. You can start with any task and work through the remaining tasks in an unspecified order or skip them.

• Checklists

  In contrast to all other task lists (strict, combined, and free), there is no order for processing tasks in checklists. The tasks included in checklists are all started simultaneously, and there are no prerequisites that must be met to complete the tasks.

Example

Ms. Jura assigns the following strict task list to the lawsuit for the Musterfirma case.

Individual Tasks

If an unplanned task arises during the processing of a task list, you can assign it to the responsible person as an individual task. However, the original workflow of the task list will still be followed. If the unplanned task is particularly urgent, you can also assign it as an urgent task. This will be highlighted to the responsible person.

You can assign a specific deadline to individual or urgent tasks by which the task must be completed. Forwarding the task is also possible if, for example, you are not responsible for completing the task.

Example

While processing the lawsuit, Attorney Jura notices that the opposing attorney's address has changed. She creates an individual task for her secretary, Ms. Mayer, to update the address. Ms. Mayer finds out in the address management that there are two attorneys with the same name. She updates the address accordingly.

Desk

In the desk of STP Documents, all documents of your office are sorted and stored in a clear folder structure. Documents assigned a task for you appear, for example, in the subfolders Personal Workbook and Group Workbook. This way, documents can be quickly found and selected for processing. Documents currently being processed appear in the folder Documents in Progress.

Example

The expert opinion for the Musterfirma case is placed in the group workbook inbox upon arrival. The responsible caseworker selects the expert opinion and assigns the following task to the document:

"Ms. Schröder should copy the expert opinion today (urgent) and distribute it to the responsible attorneys."

Once the task is assigned, the document no longer appears in the Inbox but in the following subfolders in Ms. Schröder's Personal Workbook:

• Urgent
• Today's Tasks.

Processes

In a process, you can compile various documents with different data, suitable for a specific professional context, like in a case file.

Example

For the construction project "Musterhausen Town Hall," there are various documents, such as:

• Building application
• Building permit
• Warnings about construction defects
• Contracts
• Reports
• Safety instructions and other documents.

Without using a process (like a case file), it would be difficult to sort all the documents under one search criterion. Therefore, the mentioned documents are compiled into a process and can be quickly found when needed.

My Imports

In the Personal Workbook on the STP Documents desktop, the documents you have imported are stored in the My Imports folder.

My Favorites

In the Personal Workbook on the STP Documents desktop, you can store the documents you are currently working on or frequently need for your work in the My Favorites folder.

Search Profiles

Search profiles compile documents based on freely definable criteria and display them, structured in several freely definable presentation levels, in the document list.

Document Search

In STP Documents, you can quickly find documents when needed. The following search options are available.

• Quick Search

  With Quick Search, you can quickly search for documents by entering simple search terms. The search results are displayed in the document list.

• Detailed Search

  With Detailed Search, you can conduct a freely composed search. The search results are displayed in the document list.