11. FAQs

1. Can I access the system from mobile? No, currently the system is available only on laptops and tablets.
2. How is data backed up? SmartOfficeNXT relies on Microsoft SharePoint’s enterprise-grade backup and recovery system. SharePoint automatically maintains:
   1. Primary Recycle Bin (30 days): Deleted items first go here and can be instantly restored by the user.
   2. Secondary Recycle Bin (additional 30 days): If items are removed from the first bin, they move to a secondary recycle bin accessible by administrators.
   3. Version History: For form configurations and records, SharePoint keeps past versions, allowing rollback if accidental edits are made.
   4. Together, these features ensure that deleted or modified data can be quickly restored without loss of integrity.

📌 For enterprise deployments, backup policies may also follow your organization’s Microsoft 365 retention and compliance rules.

1. How often is the system updated? Updates are performed based on specific requirements and business needs.
2. Is it possible to delete a form from the system? Yes, a form can be deleted, but only if no requests have been raised against it. Once a request is submitted, the form becomes non-deletable. Only administrators have permission to delete forms.
3. Can an existing workflow configuration be modified? Yes, workflows can be modified, but only after all pending requests associated with the form are completed. The system restricts editing workflows when active requests are in progress.
4. Are workflows removable once configured? No, once a workflow is defined and associated with a form, it cannot be deleted. This is to preserve workflow history and maintain audit integrity.
5. Can workflow roles be changed after setup? No, roles configured in a workflow cannot be changed after setup. It's important to finalize roles carefully during the initial configuration.
6. Is it possible to update user assignments at different workflow stages? Yes, users assigned at various levels of a workflow can be changed, provided there are no pending requests. Workflow editing is only enabled when the request queue is clear.
7. Can the same user be assigned to multiple levels within a workflow? Yes, the same user can be assigned to multiple stages in the workflow, but not to immediately consecutive levels. This ensures clear accountability and separation of duties.
8. Is form editing supported after initial deployment? Yes, a form can be edited, but only after all existing requests are completed. Editing is locked while active requests are in progress to ensure data consistency.
9. Can a previously published version of a form be restored? No, the system does not currently support reverting to a previous version of a form.