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Work through what the document import set aside

Look at each document the importer could not decide about, put it right or say why it needs nothing, so nothing goes unseen.

Checked against the screens:

Every organisation can choose its own words for the people and roles it works with. When you are signed in, this guide uses your organisation’s words. Otherwise it uses the product’s own.

For managers, DSLs and admins. When old documents were filed against records, the importer set aside what it could not decide. Nothing here changes a record by itself.

Steps

  1. Open Import review. The tiles count the items by reason. Press one, or Every reason, to filter.
  2. Keep the state on To look at. Each line names the record, the reason and the file.
  3. Press Decide on a line. The box explains the reason and says what the importer noted.
  4. Read the original text from the box if you need to. Follow the link to the record to put things right.
  5. Then choose: confirm it is fine, press Mark as fixed, or press Dismiss with this note and say why.
  6. For many identical items, narrow the list and use Dismiss these with one note.
  7. Check the list is shorter. Dealt-with items can be reopened with Look.

If it goes wrong

  • If the list cannot be loaded, the page says this is not the same as having nothing to look at. Reload it.
  • If a decision cannot be confirmed, nothing is lost. Reload and look at how the item was left before trying again.
  • Items held for the DSL are shown only to the DSL and admins. If one is missing, that is why.

How it links together

The document importer reads historic files and files them on the right record. Whatever it cannot decide comes here. Putting a document right happens on the record itself, in Documents. The import guides explain how files come in.

From old document to settled recordThe importer sets an item aside, you decide, and the record is right.
  1. Importer sets asideIt could not decide
  2. You lookOn Import review
  3. Fix on the record
  4. Mark settled

The reasons an item is set aside

  • No date found: the record has no date. Open the original and put the right date on the record.
  • Detail not stated: a needed detail was not in the document.
  • Could not be read, password protected, or almost no text: no record was made. Add what matters by hand.
  • Same kind, same date: two documents carry one date, and both were kept. Say which stands.
  • May belong to someone else, or folder not matched: nothing was filed. Check whose it is.
  • Filed as a note: the kind was not recognised. File it again if it is a proper report.
  • Held for the DSL: it may contain a safeguarding concern, so its text was not kept.

Confirm, fix or dismiss

Confirming says the item is fine as it is. Marking as fixed says you put it right. Dismissing says it needs nothing, and a note is required because the next person reads it. Every decision can be reopened.

Who sees what

A mentor never sees this page and is sent home. A manager, DSL or admin can open it, if the Import review section is switched on for them. Findings held for the DSL are visible only to the DSL and admins.

Worrying text is never kept

If a document looks as if it holds a concern or a disclosure, the importer held it back. Read the original, then decide whether to raise a concern. Raising one still works as usual.

Questions people ask

Who can use Import review?

Managers, DSLs and admins, when the section is switched on for them. A mentor is sent home.

Does dismissing an item change the record?

No. Nothing here changes a record. A dismissal only says the item needs nothing, with your note.

Why must I write a note to dismiss?

The next person reads it to see why nothing was done.

Can I undo a decision?

Yes. Open the item with Look and reopen it. It goes back to the list to look at.

Why can't I see some items?

Items held for the DSL are shown only to the DSL and admins.

What do I do with a document that could not be read?

Open the original file and add what matters to the record by hand. Then confirm the item.