Returning original documents

Many documents a scanning bureau receives must go back: passports, birth certificates, deeds, photographs. Returns make sure none is lost: every original is registered, waits until it is safely scanned, gets a checked address, a letter and a tracked label, and is followed until it is delivered.

Open Preparation in the menu, then Returns at the top of the page. The page shows tiles (open, overdue, addresses to do, dispatched today, problems), a tab for each step with its count, a search box and a client filter.

Document types

Administration › Booking Settings › Document types lists the kinds of document preparation operators count. Ready-made: Standard documents, Original, Cherished document, Return copy, Large format and Fragile or damaged. For each you set its name and code, its kind, a colour, how to handle it (shown at the Preparation station), and whether it goes back to its owner, how fast (working days) and with which postage service. Types already used can be switched off but not deleted.

How a return starts

• In preparation: while working, the operator presses Original to return and notes what it is and, if known, the owner. When the work is finished the operator counts documents by type; for types that go back, DocView registers a return for every document counted that has none yet.
• On request: Register a return on the Returns page, for a client asking for a document back.
• By the client's rules and with the box: set per client (below).

A return tied to a box waits for scanning: it becomes ready only when all the box's batches are exported, so nothing goes back before it is safely scanned. Return it now releases one earlier.

Letters come from letter templates: your own layout and logo, or a Word document. On a return's page Write the letter lets you choose the template and edit the letter before you save and print it. See Letter templates.

Client rules

On Booking Settings › Clients, under Returning originals:

• originals go back to each document's owner, to the client (its address), or only when asked;
• ready once scanned, and one envelope per box for the same address;
• the number of working days to post and the postage service;
• the index fields that hold the owner's name and address: returns then get their address from the scanned document.

Addresses and checking

A ready return without an address shows Needs an address. On its page, type the address, or find it from the postcode (with a lookup service, see below). UK postcodes are checked and written in the right format.

When a second person checks every address is on (recommended), the return then shows Address to check: someone else compares it with the document and presses The address is right, or Send back with what is wrong. The person who typed an address cannot check it. On the Address to check tab several can be checked at once.

Letter, label and dispatch

• Print letters makes one letter per envelope from the letter template, with the address placed for a DL window envelope.
• Buy postage and print labels (tab Ready for label) uses the carrier set in Returns and postage: your own address labels, Royal Mail Click & Drop or the Royal Mail Shipping API. Cherished documents go Special Delivery unless set otherwise. Labels can be printed again.
• Dispatch with list (tab Labelled) marks the returns as handed over and prints the dispatch list to be signed by the carrier.

Tracking and problems

With Royal Mail Tracking API keys, the DocView Worker checks dispatched returns every two hours: delivered ones close, returned or undeliverable ones become Problem. Tracking numbers can also be typed in, and Delivered set by hand. A problem return can be sent again after its address is checked again. Hold keeps a return back with a reason; Cancel ends it (for example the client keeps the document).

Returns and postage settings

Administration › Booking Settings › Returns and postage (site administrators):

Keys are stored as secrets under Settings › Secrets and chosen here.

Reports

Returns of originals by client, Returns of originals (every return) (for charging postage) and Documents prepared by type.