Numbering requirement!Who is doing how?

Imran_Yusubov

Hi Experts,

I know  that you will not be able to give me a solution to the problem.But please share  your experiences if possible.

In our environment we have many documents received from agencies,government and citizens.Also there is information exchange between the internal departments.And we have to number all documents which are received from outside the bank and the documents created and sent to other departments as well as the documents sent outside of the bank to citizens,government etc.

For doing this I create a new case and give a sequential number to it whenever a new document received or when ever someone starts a workflow inside of the bank.Then I link all approval and review information to it.

But the problem is that right now they are working with paper and they give a number to the documents when they are approved.But the internal workflow's are very complex almost all workflow are designed on ad-hoc routing principle.And no one can predict how the documents will be routed everything depends on the performers.Also they are approved by many people one can be approved by 1 person one can be approved by 2-3..etc.

So now I am not able to capture if it is approved or it will be sent to approval again and whether to give a number to it or not.So i have decided to give a number to the case whenever it is created.

IBut please share your experiences if possible, how you are implementing this requirement.How are you numbering your documents? Any suggestions will be highly appreciated.

Thanks in advance

Imran_Yusubov

Hi Atom,

Thank you for your suggestions.Please also post them here instead of e-mail.

I know  documents are numbered with tbo or sbo and many people are doing in this way too.Actually I had created a tbo also but the problem is that TBO is triggered on document creation or on checkin or check out.They did not like that approach and I have changed the design.Now I don't give numbers to documents I give number to workflow's.

It is like that, when someone starts a workflow I create a new folder (new case like in greants management application) link all documents (Attachments,Packages) to it and give a number to the folder not to the documents.Then the folder is routed in the bank with the number and the documents.But they still asking me giving the number to the folder after final approval of the results.If the results are approved give a number else not.But it is not possible to capture the final approval because all of the workflows are "AD-HOC" routing based,so depending on the performer's decesion everything can happen.And also this is very bad design approach think a real world scenario, you have sent some documents to your manager and you don't know abaout  the results because you don't have a unique identifier to search it.

Thanks