Prepare the handover of the case file
ActaFlow brings together documents, open activities and updates from the outgoing colleague into a note for whoever takes on the case.
The request
Prepare a file index, open activities and questions for the outgoing colleague before the case handover.
ActaFlow organises the steps of the request. Add the documents and check the data before using the result.
The workflow steps
- Define the case handoverIndicate the colleague taking over, the handover date and the documents to include.
- Prepare index and open activitiesActaFlow sorts the documents and gathers completed activities, uncertain versions and open requests.
- Confirm the work still openThe outgoing colleague clarifies versions, decisions made and activities to carry on.
- Check the handoverThe manager checks documents, activities and access, and confirms what to pass on to the new contact.Manager check
- Prepare the note for the colleagueActaFlow writes the note with documents to use, open activities and confirmed owners.
Index of selected documents
Every file included in the handover appears in the note with the available reference.
Activities to carry on
The colleague sees open requests and decisions confirmed by the outgoing contact.
Note verified by the manager
The handover uses documents and controlled access before preparing the final version.
How you set up the automation
ActaFlow sorts the documents and gathers completed activities, uncertain versions and open requests. The manager checks documents, activities and access, and confirms what to pass on to the new contact.
What you need
- Selected case documents and correspondence
- Handover checklist and notes on the assignment
- Notes from the outgoing colleague and the manager
Define the case handover
Indicate the colleague taking over, the handover date and the documents to include.
Prepare index and open activities
ActaFlow sorts the documents and gathers completed activities, uncertain versions and open requests.
Confirm the work still open
The outgoing colleague clarifies versions, decisions made and activities to carry on.
Check the handover
The manager checks documents, activities and access, and confirms what to pass on to the new contact.
Prepare the note for the colleague
ActaFlow writes the note with documents to use, open activities and confirmed owners.
Describe the work. AI helps you prepare your workflow.
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Frequently asked questions
Can I use this for a temporary absence?
Yes. State the period of absence and the activities the colleague must follow. The note can be limited to the documents and decisions required.
Does ActaFlow assign the professional engagement to the new colleague?
It prepares the internal plan and the handover note. Assigning the engagement and any related obligations remain the responsibility of the manager.
What should a handover to a colleague include?
You can request a summary with the status of the matter, relevant documents, open points and next activities. The contact verifies the content before sharing it.
Does the colleague also receive private documents?
The work handover does not replace the sources' permissions. Before sharing, configure the colleague's access to the required documents.
Prepare the handover of a matter
State who is taking over and which documents they need to find in the file.