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Turn a record into a numbered, signed official document without retyping it, such as a transfer decision issued from a transfer request or an approval letter issued from a permit application.

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Start here

  1. Open the record type in Builder, go to Actions and add an action of the kind Issue official document.
  2. Choose Open the issue editor and work through its sections: the document text, the letter type and registry, recipients, initials and signing, what happens after issue, and confidentiality.
  3. Use Try on a record to render the document from a real record, then Publish. Each publish is a new version; issues already running keep the version they started with.
Members see the action’s button with the action’s execute verb (by default, update) on the record. Voiding an issued document needs the Void the number and re-issue verb. If a button or section is missing, check Permissions and availability.
KayanOS issue editor with the document text source, the template tags and what Kayan prints on the frame.

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Steps, examples, and reference

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Write the document text

Pick the source of the body:
  • Word template: a DOCX template with tags such as {{ $record.amount }}. Map each tag to a record field in Map template tags to record fields; the template guide lists what a template must not contain.
  • Print template: an existing print template of the record type.
  • Correspondence template text: write the text in the editor itself. Put {{ $letter.number }} and {{ $letter.date }} where the number and date go; they are filled at signing.
Kayan prints the number and date, the signature and title, the stamp, the verification code and the copy list on the letter’s frame, so the template needs no number. The file the reviewers initial is the very file that is issued, with the same fingerprint.When a mapped field changes after sending for initials decides what happens if someone edits a field the document uses: withdraw the draft and start a new round of initials, or lock those fields until the document is issued.

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Letter type, registry and recipients

The letter type sets the number series and prefix (for example ق/2026/0001 for decisions). The registry office that numbers the document can be fixed, the drafter’s unit, or read from a record field. The editor shows the next expected number.Recipients come from fixed parties, from record fields (a relation to an entity in the directory), or both. Each party has its print order, whether it gets the original or a copy, the copy mark («للعلم», «للتنفيذ») and its delivery channels. A party that cannot be matched in the directory is shown to the drafter before sending.In Settings › Letter types, a type’s Issuing from records policy decides whether batch signing is allowed for that type and which checks are required.

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Initials and signing

Choose the chain that reviews and signs:
  • Fixed chain: positions in order, each one initials (review or approve), cosigns, or signs.
  • Approval route: an existing correspondence approval route.
  • The letter type’s default.
The Authority matrix source needs the authority matrix feature and shows as unavailable until it is on.Initials appear in the document’s margin with the reviewer’s position, date and note. Add checks the signer sees before signing, such as “the budget line has enough balance” (a record expression) or “the party’s letter is attached”; checks are evaluated again when the signer opens the document.Example: a transfer request is drafted by the budget clerk, initialled by the head of the budget directorate, and signed by the deputy minister for budget affairs.

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The signing folder

Signers find documents waiting for them in Official correspondence › Correspondence › Signing folder. The folder splits them into Ready for batch signing and Needs reading: a document needs reading until the signer has opened it once, and documents at confidentiality level 3 and above are always signed one by one.From a document the signer can:
  • Sign and issue: the number is taken from the registry series, the document is stamped and sent, and the record is updated.
  • Return with a note to the drafter (a new round; earlier initials stay visible as round 1) or to one earlier stage only.
  • Suggest an edit: propose a new value for a field (for example the amount) or a change to the text, anchored to a page. The drafter applies or dismisses each suggestion on the record, then sends again.
  • Escalate up the reporting line.
Sign selected signs several ready documents with one member-key signature over each document’s fingerprint; each document is still issued and numbered on its own. On a phone the folder opens as a list and a full-screen document.

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After issue

Choose what the record gets once the document is issued:
  • Write the number, date and a link to the file to record fields.
  • Move the record through a status transition.
  • Attach the issued PDF to a file field and to the record’s dossier.
These steps run in the background after the official PDF is ready. The record’s Official documents of the record panel shows each step; a failed step can be retried, and the drafter is notified.Void the number and re-issue recalls an issued document with a written reason: the fields it wrote are cleared, the verification page shows the document as voided, and a new attempt can start.

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Automate it

  • Automation step “Issue Official Document”: drafts the record’s issue and sends it for initials. The member the automation runs as must be able to run the action on the record; it drafts in that member’s name, or in the record owner’s name only when the action’s Drafter (mailbox) is «The record owner» (a published workflow needs that setting). Automation never signs, a draft with no initials or signature stage waits for its drafter, and a retry of the same run returns the issue already open.
  • Automation trigger “When an Official Document From a Record Moves”: starts an automation when an issue is submitted, returned, issued or voided, filtered by record type and event.
  • Schedules ladder action “Issue official document”: drafts the document from a reminder or escalation step and sends it for initials.

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Confidentiality and who can read

The document’s confidentiality can be fixed or read from the record. Who sees the issued letter from the record page is either everyone who opens the record (number, date and file, up to level 1) or the letter card only, with the content following Correspondence permissions.When the record type has an issue action, Access › Roles shows the Void the number and re-issue and Read the issued document verbs to grant. Initials and the signature come from the chain’s positions, and numbering from the registry office.