How to create a suitcase?

One of the main functions you will need to perform is to send a new suitcase. The first step you will need to take is to click on the Create suitcase button that appears at the top of the main menu. Once you do this, the suitcase editing form will appear.

In this form you will have to fill in the following information:

• For . Here you will have to select the recipient user of the suitcase. If you have previously sent a suitcase to this recipient, you can use the predictive search of eValisa to select it quickly: you will simply have to start writing the recipient's first or last name and as you write it, eValisa will offer you matching users in a floating window so that you can select them. In case the recipient is a protected user in GICAR, instead of the name we will have to write their email.

If, on the other hand, you have never sent a suitcase to this recipient, you will have to search for it in the Corporate Directory .

It is important to note that you can select as many recipient users as you need. Each time you select one, a label with their name will appear and the To field will become available so you can start typing the name of a new user. You must select at least one recipient to be able to send the suitcase.

If you need to delete a user that you have already selected, you just have to click on the cross that appears at the end of their name and they will automatically be removed from the list of recipient users.

• Viewers . If you want to add a viewer user, you will have to click on the Viewers option which will make the corresponding field appear. The operation of this field is completely equivalent to the For field that we just saw.
• From . This field will only appear if you are a collaborating user so that you can indicate whether the issuer of this suitcase is really you or if it should be one of the holders to whom you are linked.
  • Requires their approval . If you select that the sender of the suitcase must be the owner to whom you are linked, and as long as you have permissions to send suitcases directly in the owner's name, this field will appear so that you can indicate whether you must send the suitcase or the owner must review and send it.
• Subject. The subject is a word or phrase that summarizes the topic of the message you are sending. Unlike a traditional email, you must indicate it in eValisa. The text you enter in this field will be used to compose the subject of the outgoing and incoming entries in S@rcat as follows:
  • For the outgoing entry , the name of the issuing user will be indicated along with the subject you have indicated. In this way, the subject of the entry will be “Electronic suitcase from” + name of the issuing user + subject of the suitcase itself.
  • For the entry , the name of the recipient user will be indicated along with the subject you have indicated. In this way, the subject of the entry will be “Electronic suitcase intended for” + name of the recipient user + subject of the suitcase itself.

If the suitcase is confidential then the suitcase subject will not be included in the entries to prevent any sensitive data from appearing.

• Content . The content is the main part of the suitcase and is where you must detail to the recipient the message you need to communicate to them. Unlike the email, this field must be filled in.

• Attachments . Attachments are files that can be sent together in the suitcase. The suitcase allows 3 mechanisms for attaching files. You can select what type of attachment you want to attach by clicking on the arrow that appears next to the field:
  • File , the default option. This option allows you to attach the file directly to the suitcase so that the recipient user can view the attachment directly from the suitcase (this is the same mechanism used by email). Remember that each of the files you attach cannot take up more than 10MB and that for the same suitcase, the limit of 100MB cannot be exceeded by adding up the weight of all its files.
  • URL . If the file is available on a website, you can indicate its address so that the recipient must access this address to view and download the attachment. This option will allow you to attach files without any limitation in terms of size or number.
  • CSV . Similar to the URL, the CSV will allow you to specify a unique verification code to reference the attachment. However, this option requires that both the recipient and sender use the same document manager, or any other type of electronic file, with common CSVs.

In addition to these data, the suitcase can optionally have the following characteristics:

• Confidential : if the contents of the suitcase are sensitive, we can mark the suitcase as confidential so that collaborators who do not have the corresponding permissions cannot consult it. In addition, this option prevents the matter you indicate from being reflected in the corresponding entries in the S@RCAT register.
• Important : We can mark the suitcase as important if we want to indicate to the recipient user that we consider this suitcase to be of special relevance.
• Reading deadline : A reading deadline date can be included for the suitcase so that both the sending user and the receiving user receive email notifications if the suitcase has not been read by the receiver 2 days before the indicated deadline expires. In addition, suitcases that have expired without being consulted will be displayed in a specific tray so that they can be easily identified.

Once you have correctly entered all the suitcase details, the following actions will be available to you:

• Send . This option will send the suitcase to all selected recipients, making the corresponding departure and arrival entries for each of them and sending the appropriate email notifications.

All sent suitcases must be electronically signed in order to guarantee their integrity. By default, suitcases will be automatically signed with an electronic seal from the
Consortium AOC, but if you wish you can check the option With my T-CAT so that you can sign it with your T-CAT or with any other certificate you have available.

• For approval . This option will only appear if you are a collaborating user and are creating a case on behalf of a registered user. With this action you can leave the case ready for the registered user to review and send.

Once a case is prepared for approval by the owner user, it is moved to the For Approval tray and an email notification is sent to the owner so that they are aware of it.

• Save . The Save functionality will allow you to save the suitcase in the drafts tray in order to proceed with sending it later. You can retrieve it at any time.
  valisa from the drafts tray and continue editing.
• Discard . If for any reason you do not need to send the suitcase you are creating or if you need to cancel sending a suitcase that was saved in the drafts tray, you can recover it and execute the Discard option to permanently delete it.

Check out useful links and documents:

• How can I search for a user in the Corporate Directory ?