This option is used to send documents to next stage after completing the work. You can send a document using a guided workflow or an unguided workflow. For more information on sending documents refer Sending Documents through a workflow.

Here you can attach different types of associated files to the document. On clicking Attach, a pop-up menu is displayed with a list of associated file types. For more information on adding attachments refer Document Details>>Attachments.

Entire Documents managed by Wrench are stored on a central server. When files have to be taken from Wrench into the local machine for editing, it has to be checked out. On checking out, the file is locked by the user for editing. The checked out document is opened in the native application and user can make the necessary changes to the document. A checked out document is indicated by a red tick mark.

To check out a document

Check In is the reverse operation of Check Out. It is the process of sending a Document back to the server after editing. The Check In button is enabled on the menu only if the selected document is checked out. A red tick mark indicates whether the selected document is checked out. On checking in a document the version number increases.

To check in a document

After checking out a document, editing and saving the document sometime you may need to cancel the changes made. You can use "Undo Checkout" option to cancel the changes made after checking out a document. The edited file is removed and the file on the server will be retained so that the original remains without any changes

Instead of checking out the document, editing it and checking in the document; the document can be replaced with the selected document. While Replacing an open or read only documents the system returns a message asking for the confirmation of the operation. On confirmation the document is replaced with the last saved version of the document.

To upload a document

Click this option to add a document to the smart folder. For more information on adding documents refer Adding a Single Document.

Different document properties can be updated from here. On clicking Update a pop-menu containing the following options are displayed.

Client Comments: Usually the client  marks their comment on the document and sends it back. This comment file is updated into Wrench along with approval status code details, received back date and other details.

To update client comments

Internal Approval Status Code: Approval status code defines the customer's response on a document that has been sent for customer approval. For Example: If a document is rejected by customer, the document will have to be revised as per suggestion and the overall percentage of progress (in creating the document) will drop considerably as it needs a lot of rework. The approval status codes are applied to each customer (in customer master). Every Client follows unique Approval Status Codes. To accommodate this Wrench saves the various Approval Codes with corresponding internal codes.

To update approval status codes

Submission Details

With this option you can notify users about the status of a document. In addition a user who is not a part of the workflow would be able to access the object which is being sent through a workflow. Thus you can send an item to a user who is not in the workflow stage for additional comments or help.

To forward a document

The selected users will be able to forward the received task or document to another user.

Select this option to close the work in your workspace. The work will be open in other users workspace until they act upon it

Select this option to complete a document if it has gone through all workflow stages. User in the last stage of the workflow can complete the document using this option.

To complete a document

Notify operation is used to send a message to a user. The content of the message will be related to a document in most cases. The user who sends the message can provide more clarity to the messages by inserting the document/Task metadata values.

To send a notification

You can permanently remove the document from Wrench using the delete option. This helps in removing redundant documents and thus saving disk space

Using this option you can revise a completed document.

Select this option to release a completed document

A document is considered obsolete when it is no longer in use. An obsolete document is usually retained for knowledge preservation.This means the information contained in the document can only be used as a reference but cannot be used for any other purpose. Obsolete documents are removed from the point of use.

For Example: If you need previous specifications to be viewed by others for reference without using it the document can be made obsolete.

Revoking an obsolete document restores the status of the document to the point at which it was made obsolete.

For Example: A document Test.Doc was in work in progress status while it was made obsolete. Now on revoking this document the status is again preserved to as work in progress

A replication request for the selected document can be raised using this option.

To raise a replication request

Using this option you can add the documents to Smart Folder.  The pinned document will be available in the selected smart folder irrespective of the rules based on which the smart folder is created. It is also possible to unpin documents from the smart folder.

Select this option to remove a document from the smart folder.

Using this option you can add a reply to a correspondence document. In case a genealogy is mapped to the correspondence type, the reply is added to this genealogy. Or else reply is added to the genealogy under which the parent correspondence is saved.

To add a reply

Using this option mails can be send without using MS Outlook or any other mail program.

1. Click the option Send Mail

Mail window is displayed.

Figure: Send Mail window

2. Enter the mail recipients
3. Enter a subject and content for the mail
4. Click Attach File to add attachments to your mail

Attachment selection box is displayed

5. Select the check box next to the attachment type

Selected attachment type is displayed in the mail window. When the mail is send the selected attachment types are sent along with the mail.

1. Click Send Mail to send the mail.

Using this option a released document can be revised in fast track mode, if changes have to be made to that document.

To revise a document