Document Distribution List

General

The document management system allows you to distribute documents to other users of the system. Document distribution is primarily based on a document distribution wizard that greatly simplifies the distribution of documents to multiple users.

The user ID with which you logged into the application and the receiving persons must be connected to persons in IFS Applications. If you are using e-mail notification as the distribution method, the appropriate e-mail address(es) must be registered.

An entry is created for each person in the distribution list. You can order execution of document distribution. 

Subscribing

The distribution system is designed to facilitate distribution of copies of the document to different users. A user can select a number of documents and request a copy of these when they are approved.

A list of documents can be distributed to a list of users. Select the document revisions in the Document Revisions window, then use the right mouse button options to launch the distribution wizard. The wizard will require you to insert the distribution information, including a list of recipients.

Checking and Reading Distributed Documents

The Distribution History window contains a list of all distributions that have been made. Each distributed document has a status. All distribution lines that must be distributed by hard copy are in Pending Distribution status because they are not yet distributed. The documents that have been distributed manually are in Distributed status. This window provides a list of distributions that are already completed. It also provides an opportunity to resend parts of distributions or whole distributions. After you have read a document, set the status to Read. This ensures that the document does not reappear the next time you query for the newly distributed documents.

Workflow

Mark as Read: Once a distribution is received, it is part of the distribution history and will be in Mark As Read status. 

Approve: A distribution can be approved by selecting the lines to be approved, and performing the right mouse button operation. 

Resending Distributions: You can resend distributions. Do this by selecting the history lines to be redistributed and performing the right mouse button operation.

Manual Distribution of Hardcopies: To facilitate the manual distribution of documents, perform a query on the window. Then, search for the history lines of the relevant distribution to locate those with distribution type set to Hardcopy. The alternative is to print a report. Change the status of all the manually distributed documents to Distributed by choosing Distributed Manually from either the right mouse button menu or Operations menu.

Unsubscribing

You can remove or suspend a distribution request by entering the Distribution window and either removing the relevant distribution line or setting its status to Suspended (RMB).