Get confirmation of an office archive box retrieval
Example: A team must have an archived contract for a meeting. Its request names a project but no box, and two archive boxes share that project name.
An assistant is an alternative when a request must have clarification before a controlled retrieval.
An archive index is sufficient when the requester already identifies the authorized document.
This article is from Righthand. The customer story and result are illustrative.
The work that the customer wants
A team must have an archived contract for a meeting. Its request names a project but no box, and two archive boxes share that project name.
The manager supplies both box descriptions and the requesting person's email. The manager gives approval for document access.
The Righthand has its own email address and phone number. You can give instructions by email, text, phone, or Slack. Righthand introduction.
For this example, the Righthand uses its own email address. It identifies itself as the team's assistant. Company account access is a different setup choice. Account connections.
The request to the Righthand
Send the requester the two supplied box descriptions.
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Get the required year and document description.
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Send the selection to the records manager.
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Get approval before you give the archive retrieval instruction.
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Send the records manager the result in this conversation.
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Use Pacific time for the deadline.
What the Righthand does
The Righthand sends these questions by email. It sends the reply to the records manager.
A project name does not establish document access.
An illustrative result
The requester must have the 2022 signed agreement, which appears in the second box description. Retrieval remains pending.
The manager examines access and sends the exact retrieval request.
Access and permission
If you want direct account access, connect the account independently. Make sure that the Righthand has the necessary operation and access. A catalog entry does not establish each available action. Connection Permissions.
With Ask, an outward instruction must identify the recipient and task. New approval can be necessary for a changed commitment. Connection tool permissions are another required control. Communications Policy.
Try the procedure with one task
- Give the Righthand one task with a teammate as the contact.
- Make sure that the teammate receives the permitted email.
- Tell the teammate to reply with a different request.
- Compare the returned decision with that reply.
- Examine the email records in Activity.