ET - What is the Processing Space?

1. What is it?

The Processing Space is the place where you can consult, manage and monitor your entity's inter-administrative procedures to which you have access.

2. What requirements do you need to access it?

You need to have the basic permission assigned within EACAT Procedures.

3. How can you access it?

• Access EACAT >

• Press the file_copy icon ( Processing space ) in the left menu.

4. What structure does it have?

The Processing Space includes the following elements:

1. Registry office , to send paperwork.

2. Trays to group paperwork according to their status.

3. Favorite searches , for quick access to common searches.

4. The search engine and advanced search work with the filters you will find in the filter bar and some more.
   You can also consult the Search Criteria , with information and tips to make your search more efficient.

5. Filter bar , for direct access to the most used filters.

6. Results , shows the list of procedures that meet the search criteria.

7. Informational alert , at the end of the list of results it is indicated that, for reasons of efficiency, only a range of procedures is shown, which varies depending on whether they are completed or not:

   1. Completed procedures tray : The procedures from the last 6 months are displayed. You can consult previous periods by pressing the Show previous 6 months option.

   2. Tray of unfinished procedures : The procedures from the last 3 months are displayed. You can consult previous periods by clicking Show previous 3 months , with a limit of 500 results.

• Exporting results , from the ... icon, you can export search results to a .csv file.

5. What procedures do you see in the results list?

As a user, you can view the procedures for the services to which you have access.

You may have access to a procedure for any of the following reasons :

• The entity's manager has explicitly granted you access to the service.

• Another user has shared a file with you, even if you do not have direct access to the service.

• You started the process in the Classic EACAT and now you can consult it in the new EACAT, only if it concerns PDF forms or web forms from the AOC Consortium.

6. What information do you see when selecting a procedure?

When you select a results procedure , you have access to the following information and options:

1. File information
   

   • Service title

   • Entity issuing the procedure

   • File number in your entity

   • If you click on any of these fields, the file details appear. You can also access them from the icon ...

2. File procedures appear in an orderly manner and with the basic registration information (registration number in our entity, date, time, name of the procedure and subject, if applicable).

3. Procedure information
   

   • Processing history low_priority , shows the procedures prior to the selected one and their responses.

   • Registration information : number, date and time

   • Name of the issuing entity

   • Name of the receiving entity

   • Procedure details arrow_drop_down , with the following registration information:
     

     • From: entity issuing the procedure.

     • For: entity receiving the procedure.

     • Date and time: date and time when the procedure was registered in the corresponding register.

     • Check-in:

     • Check-out

     • Case ID

     • Procedure ID
       

   • Name of the procedure and subject, if applicable

   • Additional functions regarding the procedure:

     • Download the procedure documentation

     • See the attached documentation

     • Respond, by clicking on the button that you will only find when the procedure has an answer.

4. Additionally, from the ... icon , you can access the details of the file :

   

   • Basic information: title of the service and recipient.

   • Download download

   • Share group

   • See visibility service

   • File number in your entity

   • Assign responsible person

   You can also take actions directly related to the procedure :

   • Respond to switch_access_shortcut , if applicable

   • Download documentation download , attached to the procedure

   • Show processing history low_priority

   • Print the procedure print

From the history of file status changes , which you will find in the upper right, currently the beginning of the file is shown, but soon it will include information, organized in two sections: procedure and file. This history guarantees the transparency and traceability of the procedure.

7. What is the Registry Office?

The trays are used to organize the procedures to which you have access. We can group them into:

• Trays with completed procedures:

  • Inbox receipts , contains the procedures that your entity has received, that is, the entries.

  • Sent outbox_alt , there are the procedures that your entity has sent, that is, the outgoings.

  • Received and sent file_copy , groups the procedures that your entity has received and sent, that is, the entries and exits.

• Trays with pending procedures , which are currently being sent to EACAT Clàssic to be completed.

  • Drafts , contains the procedures that you have created and that you are still working on. You will only find the procedures created with web forms from the Generalitat and the AOC Consortium. On the other hand, procedures created with PDF forms are saved on your computer when you download them and, therefore, do not appear in this tray or in the To sign .

  • To sign draw , it contains the procedures pending signature. Only procedures prepared with web forms from the AOC Consortium are shown. However, PDF forms and web forms from the Generalitat are not shown. Work is underway to make the latter available soon.

  • In queue, it contains the procedures that have not yet been completed due to technical issues.

9. What is the search engine used for?

The search engine provides quick access to the procedures you have already completed and allows you to efficiently search for any specific information you need.

The Processing Area has two types of search engine:

• The search engine, which allows you to search by entering keywords related to the procedure you are looking for. You can select to search on one of the following fields: subject, registration number, file number and procedure identifier.

• The advanced tune search engine, which allows you to perform more precise searches using various filters.

For more accurate and relevant results, use both search engines and the filters in the filter bar.

10. What are favorite searches?

This new feature allows you to save common queries for quick access . This simplifies access to recurring procedures, so you don't have to search manually every time you need to consult a specific procedure.

Actions you can take:

• To save a favorite search , click advanced search (icon) and select the filters you think are appropriate > click Save search > give it a name that identifies it and click Save search .

• To delete a favorite search , hover over the search name > click (delete icon) > press Delete to confirm the action.

• Save up to 10 searches . When you reach the maximum, if you want to save a new one, you will have to delete one first.

11. What actions can you take on the files?

Each procedure is associated with a file. After selecting a procedure, either from the information part of the file or from the ... icon, you can go to the file detail sheet and perform various actions.

When selecting a procedure, you can find the details of the file in two places:

• File information, located in the upper left, by clicking on any of the information fields (service name, interested entity and entity file number).

• Icon … > More information (icon)

12. What actions can you take regarding the procedures?

When selecting a procedure you can perform several actions.

12.1 Search for a procedure

To search for procedures, you can follow these steps:

• Select the tray that interests you most :

  • Received icon

  • Sent icon

  • Received and sent icon

  • In draft icon

  • To sign icon

• You should know that :

  • You can only view and search for the procedures to which you have access.

  • The procedures from the last 6 months are shown for completed procedures in the trays: Received , Sent , Received and sent ; and from the last 3 months for unfinished procedures in the trays: In draft and To sign .

  • Procedures carried out with PDF forms are only shown in the completed processing trays. Procedures carried out with web forms from the AOC Consortium and the Generalitat are also shown in the In draft tray. And in the To sign tray, only the web forms from the AOC Consortium are shown and work is underway to also show the Generalitat forms soon.

  • Procedures are available from January 1, 2017.

• Use the search engine (icon) to get more accurate and relevant results. We also offer some useful tips:

  • Use filters to refine results (such as by service name or sending or receiving entity).

  • Enter specific and relevant keywords to search for “subject” and avoid overly generic terms that may show unhelpful results.

  • Use the “period” filter to consult older procedures, but keep in mind that only the results of the last 6 months will be shown, if they are completed procedures; or 3 months if they are procedures that are not yet completed. To consult previous procedures, modify the period in the search options or press the corresponding button ( Show previous 6 months or Show previous 3 months ) that you will find at the end of the search results.

• Use the advanced search (icon) to further narrow down your results. You can use the following filters:

  • Territorial demarcation or region to locate procedures in a specific area.

  • Other filters to narrow your search:

    • Period : Define a date range to limit your search.

    • Shared with me: select it to see the procedures that have been shared with you.

    • Responsible : select one of the 3 options: All / I am responsible / I am not responsible.

    • Service : Select the specific service.

    • Sender/Receiver/Interested Party , depending on the tray in which you are searching (Received, Sent or Received and sent). Choose the entity involved in the procedure.

12.2 Responding to a procedure

In the procedure details you can respond to a procedure from:

• The procedure information : click the Reply button to see the available options and select the appropriate response.

• The actions icon … : access the procedure actions, select Reply and choose the most appropriate response.

Next, the action to be taken will depend on the technology of the selected procedure:

• PDF form : it will be downloaded directly to your device, from where you can fill it out, sign it and send it.

• Web form of the Generalitat , press Start to access the form and it opens in a new tab of the processing portal of the Generalitat of Catalonia, where you must press Access with digital identification and then Digital certificate , since access requires a public worker certificate (T-CAT).

• Web form AOC , press Start , fill out the form and submit it by pressing Send .

Find information related to:

• GT - How are HTML forms processed?
• ET - What types of forms are there in EACAT?

12.3 Sign a document

• ET - Why doesn't the button to respond to the procedure appear?
• ET - Why can't you find the documents in the process?
• ET - How do you download the documentation attached to a procedure?

13. Can you export the results of a search?

Yes, by clicking on the icon ... > Export results (.csv) , the result.csv file will be downloaded.
This file has the following fields:

• Process_id

• Case_id

• Procedure

• Service

• Origin_entity

• Destination_entity

• Subject

• Login_Registration

• Output_record

• Date

14. What is the processing of a procedure?

The procedure processing functionality allows you to mark received procedures to indicate that they have already been handled. It also facilitates the identification of the last user who performed this action, enabling monitoring and coordination between users.

Any user can mark or unmark a received procedure for management. This can be done from:

• The list of procedures received from the Processing Space

• The detail of a procedure received

• A favorite search saved from the Inbox

You can also check the status of the processing from the Received and Sent tray, as well as from a favorite search in the Received and Sent procedures list.

To make it easier to use, the Treatment drop-down filter has been added, available both in the filter bar and in the advanced search. This filter offers the following options:

• All

• Untreated

• Treaties

• Treated by me

This functionality allows you to easily differentiate between procedures that have already been handled and those that are still pending. It is designed to facilitate the organization of work and make the monitoring of procedures within the entity more agile.