Dashboard Overview¶

The Desk Overview Dashboard provides a dynamic and real-time summary of all configured desk types(e.g., Inward, Outward, Internal). Each desk is represented as a Kanban card, showing key statistics and a graphical view of desk activities.

Go to Desk ‣ Overview.

New Desk Types created in Configuration → Desk Types will automatically appear in the dashboard.

Each new desk will have its own Kanban card, summary counters, and graphs, without requiring manual setup.

Inward Desk¶

The Inward Desk Register is used to record and track all incoming documents or Desks received by the organization.

Inward Desk form¶

Desk Type :- Select the type of desk (Inward) from the dropdown.
Title :- Enter a clear and descriptive title for the inward Desk.
Category :- Select the appropriate document category from the dropdown list.
Sender :- Choose the sender of the Desk from the available options.
Content Summary :- Provide a brief summary of the content of the Desk.
Date Received :- Enter the date when the Desk/document was received.
Company :- Select the Company associated with this Desk.
Responsible Person :- Specify the person responsible for handling this Desk.
Date Created :- This field is automatically filled with the record creation date.
Remarks/Notes :- Add any additional notes or remarks relevant to the Desk.
Attachments :- Upload and manage related files or documents. Multiple attachments can be added to a single record for reference.

Inward Status¶

Each Desk record goes through multiple states. The system displays the current status with state buttons and allows transitions using action buttons.

1.Draft

Initial state of a Desk record. You can edit details freely.

2.Processed

Indicates the Desk has been verified/processed internally.

../../_images/inward_state_processed.png

3.Reset to Draft

Reset to Draft → Send the record back to Draft for corrections.

4.Close

Close → Move to Close state.

This is the final stage of the Inward Desk Register. Once the desk has been fully processed and acknowledged, it is marked as Closed. No further major changes can be made after closure.

5.Cancel

Cancel → Cancelled the Desk process.

A record can be cancelled at Processed stage if it is no longer valid.

Outward Desk¶

The Outward Desk Register is used to record and manage all outgoing documents or Desks sent by the organization.

Click on New to create a new Outward Desk.

Outward Desk form¶

Desk Type :- Select the type of desk (Outward) from the dropdown.
Title :- Enter a descriptive title for the outward Desk.
Category :- Select the relevant document category from the dropdown list.
Sender :- Specify the person sending the Desk.
Dispatch Mode :- Choose the mode of dispatch (e.g., courier, email, postal service).
Reference :- Enter any reference number or code related to this Desk.This field is visible only if the selected dispatch mode has Shipping Details enabled.
Responsible Person :- Assign the person responsible for managing this Desk.
Tracking URl :- Enter the tracking link when the document is dispatched, so the receiver can easily monitor its delivery.This field is visible only if the selected dispatch mode has Shipping Details enabled.
Content Summary :- Provide a short description or summary of the Desk content.
Dispatch Date :- Enter the date when the Desk was dispatched.
Receiver :- Select or specify the receiver of the Desk.
Expected Delivery Date :- Enter the date on which the Desk was delivered (if applicable).This field is visible only if the selected dispatch mode has Shipping Details enabled.
Company :- Select the company associated with this Desk.
Date Created :- Automatically filled with the date the record was created.
Responsible Person :- Specify the person responsible for handling this Desk.
Remarks/Notes :- Add additional comments, remarks, or notes for reference.
Attachments :- Upload and manage files/documents related to the Desk. Multiple attachments can be added for detailed record-keeping.

Outward Status

1. Draft

This is the initial state when an outward Desk record is created.

Process Button:

Process → Moves the record to Processed state.

Processed

The record is processed and ready for dispatch.

Dispatch Button:

Dispatch → Moves the record to Dispatched state and automatically sends an email notification to the receiver.

Cancel Button:

Cancel → Cancels the record, moving it to Cancelled state.

Reset to Draft Button:

Reset to Draft → Reverts the record back to Draft state.

Dispatched

Indicates that the record has been dispatched.

No further actions available.

Reset to Draft

Reset to Draft → Send the record back to Draft for corrections.

Cancelled

A record can be cancelled if it is no longer valid.

Internal Desk¶

The Internal Desk Register is used to record and manage all documents or desks circulated within the organization for internal purposes.

Internal Desk Form¶

Desk Type :- Indicates the type of desk (e.g., Internal). This is automatically set based on configuration.
Title :- A short descriptive title for the document.
Category :- The classification of the document (e.g., Notice, Circular, Memo).
Sender :- The person or department initiating the internal communication.
Dispatch Mode :- The method by which the document is circulated (e.g., By Hand, Email, Internal Transfer).
Tracking URl :- Enter the tracking link when the document is dispatched, so the receiver can easily monitor its delivery.This field is visible only if the selected dispatch mode has Shipping Details enabled.
Reference :- Enter any reference number or code related to this Desk.This field is visible only if the selected dispatch mode has Shipping Details enabled.
Content Summary :- A brief description or summary of the document content.
Dispatch Date :- The date on which the document is circulated internally.
Source Location :- The origin point of the document within the organization.
Destination Location :- The receiving branch, department, or unit within the organization.
Responsible Person :- The individual accountable for handling and tracking the desk record.
Date Created :- The date the desk record was created in the system.
Remarks/Notes :- Additional comments or instructions related to the document.

Internal Status