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In the claiming process it should be possible to create several claiming sets which consist of several claiming levels and templates for the reminders. It is necessary, because some types of resources or acquisitions acquisition methods need distinctive: 

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  • Configuration of claiming/reminders

    • Claiming sets

      • consists several claiming levels

      • activation of the reminder by checkbox

      • the reminders and reminder levels should be managed in the Claiming app (no setting is yet available for the Receiving app)

        • Wait for feedback from PO

    • Claiming levels

      • are defined by the number of days, weeks, month, ... until the reminder is sent

      • five claiming levels should be available for each claiming set

        • BUT: not all levels need to be configured in one claiming set - for example, only claiming levels 1 and 2 a re necessary for one specific acquisition methodthe number of claiming levels should be configurable for each claiming set. For example, if only 2 claiming levels are necessary, it should not be necessary to configure the claiming levels 3-5.

      • the following fields are required for each claiming level

        • number of days, weeks, month, ... until the object is marked as overdue and ready for claiming

    • Templates for sending e-mails

      • reminder levels can be evaluated via token (1st reminder, 2nd reminder, ...)

      • In the SLUB and UBL, texts can be configured for each claiming sets

      • → Discuss suggestions with PO as to where the configuration takes place - but this should be configurable in an ONE app for all objects/acquisition types/...

    • E-mail dispatch of the reminder

      • single email-dispatch per order

      • contact information is derived by the applied integration in the order

      • plain text (and with HTML if necessary)

        • each reminder should be clearly separated from the other ones

  • Export function for overdue orders

    • the records of the overdue orders should be exportable for external examination

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  • In case an order is long overdue and several reminders with distinctive deadlines needs to be send:

    • It is possible to determine the respective deadlines for successive reminders of an order until the reminder is sent. 

Links to additional info

Questions

  • Storage of the claiming information

    • there are approaches in the Receiving app and the information could be stored there

    • the information can be evaluated in the Claiming and Orders apps

      • Claiming app: Overview and batch actions

      • Orders app:

        • Indicators (red exclamation marks, ...) in lists and order records to identify orders that are due

        • Links to Receiving and Claiming apps to carry out necessary actions if required

  • Claiming actions

    • batch actions (Send claim, Delay claim, ...) should be available in the Claiming app

    • single actions (Send claim, Delay claim, ...) should be available in the Receiving app

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