The Folders system in the IT Protocol provides a structured, role-based view of the documents that are relevant to you or your organizational unit (UOR). It complements the search functionality by giving you a persistent, organized inbox of active documents.
Types of Folders
Personal Folder
Your Personal Folder contains all documents where you are assigned as the RPA (Responsible for Administrative Procedure). These are documents where you have a direct responsibility in the workflow — for example, you need to take action, forward, or archive them.
Documents remain in your Personal Folder until the administrative procedure associated with them is concluded.
Office Folder
The Office Folder shows all documents assigned to your UOR (the organizational unit you are authorized to operate in). This folder is shared among all operators who have access to that structure.
It provides a team-level view of the documents flowing through your unit, making it easy to collaborate and ensure nothing is missed.
Accessing Folders
From the IT Protocol home dashboard, the folders are visible as widgets on the right side of the screen. You can also navigate to them through the Folders section in the main menu.
Document Actions within Folders
From either folder, you can:
- Click on a document to view its full registration details and attached files.
- See the current RPA assignment and CC operators.
- Access the document timeline (creation, forwarding, modifications).
- Download attached files and the registered document itself.
Why is a document not in my folder?
If you expect a document to be in your folder but cannot find it:
- You may not be authorized for the UOR it belongs to. Check your permissions with the RDG.
- The document was registered under a different UOR than expected.
- Your authorization to the relevant structure may be set to Visibility only, which may affect certain folder views.
Refer to I can't select a structure/UOR or I can't operate on my structure for a detailed troubleshooting guide.
