[v4.52] Manage sent or completed jobs

Content

As constitutent, you can track jobs that you have created, follow up on and check the status of. This works for both individual and serial jobs. In this article, you will learn where you can check the status of sent and completed jobs and how you can best use it. You will also learn how to send a reminder email to the people who are currently supposed to sign a job.

1. Managing sent jobs – status: pending

The sent jobs -pending folder includes jobs that have not yet been completed. You can find them in the menu under Mailbox > Sent jobs > Pending (see figure 1 [1] and [2]).

There are two ways to access information about the jobs:

• in the job overview (see figure 1) or

• in the detail view

1.1. Managing jobs in the job overview

1.1.1. Cancelling orders in the job overview

As long as jobs have not yet been closed, they can be cancelled. To do this, simply click on Cancel request (see figure 1 [3]) in the job overview. This gives the order the status cancelled.

1.2. Managing jobs in the detail view

1.2.1. Cancelling requests in the detail view

To cancel a job in the detail view, simply click on the [Cancel request]-button (see figure 2). This also gives the job the status cancelled.

1.2.1 Reviewing and editing jobs in the detail view

The detail overview offers you various options for reviewing orders or revising the signatories. You can:

• check who has already signed or approved

• invite more people to sign or approve

• change the job’s expiry date

• replace the signatories

• send e-mail reminders to signatories

XiTip 
If you change anything, please remember to press the [Save]-button, otherwise your changes will be los

1.2.1.1 Changing a job’s expiry date in the detail view

To change a job’s expiry date, please click on the calendar icon in the detail view (see figure 3 [1]). As soon as you click on a new date in the calendar pop-up, it will be saved in the job details.

1.2.1.2 Replacing signatories in the detail view of a job

It may be necessary to replace signatories. You can do this in the detail view of the job. To do this, open the editing field in the Iterations section by clicking on the pencil icon [see figure 4 [1]). The current signatory can be found under Invited (see figure 4 [2]). Please enter the future signatory in the field Replaced by (see Figure 4 [3]).

1.2.1.3 Send email reminders to signatories from the detail view

Sometimes it may be necessary to remind the signatories to complete the order. This is best done by e-mail. MOXIS allows you to send detail view reminder e-mails to the future signatories. Simply click on the mail icon (see figure 5 [1]) next to the recipients in the Iterations section.

The predefined reminder email is then opened in the default email client (see figure 6). The following items are automatically pre-filled in MOXIS:

• Recipient field (whether Cc or Bcc depends on the settings of your administrator - see figure 6 [1])

• Subject & E-mail text with job number and document name (see figure 6 [2] & [3])

• Expiry date (see figure 6 [4])

• Link to the job folder (see figure 6 [5])

2. Manage sent requests - status: closed

Requests that have received the status completed can be divided into four categories:

• successful

• cancelled

• rejected

• expired

Completed requests can be processed again in two different ways: they can be prepared for download again or deleted.

2.1. Download marked completed requests in the job overview

As a constitutent, it may be your responsibility to forward rejected jobs to people in other systems for their perusal. MOXIS supports you with the download function in the order overview. To download a completed job, please click on Flag for download in the order overview. Of course, you can as well download sent jobs, that are pending (see figure 7 [1]).

2.2. Delete closed orders in the job overview

Since MOXIS is not designed as a document archive. This is why completed jobs are automatically deleted in the standard configuration after 30 days. To delete a job from the system before this period has expired, simply click on Delete request in the job list (see figure 8 [1]). Please note: Jobs that you delete are no longer available to anyone.

XiTip 
All settings that differ from the default (retention period, delete button) must be configured and released by your administrator. If these settings have not been released, only the automatic deletion period will apply.