ReChive entries

The ReChive module revolves around the entries you make.

Each ReChive entry can hold an unlimited number of files, an unlimited number of updates, and much additional information. Each entry also has an overall status which helps you know about the progress of the entry and if any further actions are needed.

Entry Lists

Depending on the platform you use to access ReChive, you will have two tabs to list your entries.

• The "All entries tab" will list all the entries, regardless of the status
• The "Incomplete" tab will list the entries that meet any of the following criteria:
  1. The status of the entry is anything besides "Done"
  2. The status of the entry is "Done" but it has an active reminder that is due today or past due
  3. The status of the entry is "Done" but you have a mandatory share target that affects this entry

The entries in the "Incomplete" tab require further actions and are not completely resolved.

Within both lists, you can sort and filter the entries using the buttons on the top left corner of the list.

Anatomy of a ReChive entry

ID and reference

Each entry has a unique ID that starts with “#” followed by a numerical value. This ID will be automatically assigned to the entry and is unique within your workspace. You can search the entries using their unique IDs by starting the search with the hash sign, e.g. #1241

Each entry will also have a reference field which is the reference number of the main document you are adding to the entry. For example, whenever you send or receive an invoice, it will have a reference/invoice number and you should use this as the reference of the entry.

The ID of the entry will be unique regardless of the type or direction of the entry and will be assigned automatically. Reference, on the other hand, may or may not be unique. The uniqueness of the reference ensures that you do not save a document twice.

While saving an outgoing document, the reference will have to be unique, regardless of the type or recipient. This mechanism ensures that you do not re-use a reference number to two communications with two different recipients.

While saving an incoming document, the entered reference will be checked against the sender of the document. Every sender will have their own system of referencing and there is a change, however remote, that you receive two documents, from two separate senders, with identical reference numbers. So, for that reason, you cannot re-use a reference number for a specific sender but can use that reference while saving a document from other senders.

Entry types

ReChive entries can have different types depending on their nature.

• Contract: The contracts and agreements you have signed with a partner. The due dates of the contracts are important and you can also set a reminder to renew the contract before it expires.
• Acknowledgment: The acknowledgments you get from or give to any individual or organization after the completion of work. A very common example is the acknowledgment you receive after submitting an application. Acknowledgments do not have any monetary value. If you have made a monetary payment in the process, use receipts.
• Receipts: The receipts you get or give after making a payment. The receipts have a monetary value, differentiating them from acknowledgments.
• Invoices: The invoices you receive from or send to other individuals or organizations for products sold or services rendered. The difference between an invoice and a receipt is that a receipt records the immediate payment upon delivery of the goods or services while an invoice allows the recipient to make the payment on a later date (usually 7 to 30 days). Once an invoice has been paid, usually a receipt is also given. The invoice entries provide a tool to save the subsequent receipts so you wouldn't need to create another entry for the receipt.
• Correspondence: Any other form of communication that your workspace has with an external entity such as letters, offers, and reminders. All entries (including correspondence entries) allow you to add multiple updates and files to a single entry so you wouldn't need to create a separate entry for each subsequent letter or update.