The Distribution Form looks like in figure:
DISTRIBUTION OF A DOCUMENT
Selection of Recipients
Select on the table of Recipients the category of subjects to whom you want to send the document:
- If you choose the entry Business Unit or Person, a list of names is opened from which specific recipients can be selected. If a person is a referent for several Business Units, he will receive the documents distributed to all the B.U. to which he belongs (not just the first).
- If you choose the entry Outside addresse,
- in the Customer/Supplier tab, a customer/supplier/internal department can be specified and can be selected from the personal data archive
- in the Other recipient tab, can be manually entered a name and its email address.
- The Delete button delete a recipient before the document has been distributed.
Distribution lists and default recipient
The Save list button allows you to save a copy of the distribution list set, after having carried out the distribution, in order to have it available for subsequent sending (for example to send document updates to the same recipients of the previous version).
At the time of the next distribution, it will be sufficient to press the Import list button which will propose the same recipients as before.
It is also possible, when assigning the authorizations on a document category, to provide predefined Recipients, with the aim of automatically giving the visibility of the documents of a certain category to some users or entities, without the need to manually carry out the distribution. This setting must be done through Defining Users And Permissions On Documents.
If in that tab, for the category in question, predefined recipients have been configured, at the time of publication of each document, this window appears:
By leaving the Automatic distribution box checked, the predefined recipients will be automatically added to the distribution list and immediately the program will carry out the distribution via QualiWare.
Checking the Show deployment tab box opens the Distribution tab, which allows you to choose how to send the document.
To avoid distribution to predefined users, uncheck the Automatic distribution box.
How to send
- To send the original document as an attachment, activate the Send document flag.
- To send the file in .pdf format, after having created it according to the procedures described in the Editing form, activate the Send file PDF flag.
- To send only the QualiWare link to the document, activate the Send link flag.
- To preview the E-Mail and modify, it if necessary, activate the Show msg. flag.
- The Send type box allows you to specify where the recipients’ addresses will be inserted. There are 3 options:
- A
- CC: for submission
- CCN: for sending in blind copy
- By activating the Uncontrolled distribution flag, the list of recipients will not appear in the distribution list and no trace of the sending will be tracked.
- It is also possible to customize the distribution message from the Document Manager Configuration window.
- To send the document click on the Distribute button. The distribution method is automatically reported in the Notes field of the Distribution List table.
Distribution list table
In the Distribution List table, all the distributions made will appear, with a series of reference data:
- Addressee: name of the recipient
- Rev.: revision index
- Rev. date: date of publication
- Deliv. date: delivery date
- Rcvd: reference to the acknowledgment by the recipient. The update is automatic when the distribution is made by sending the link. In this case, the program notices the opening of the document by the recipient and activates the flag, also reporting the date in the Read date column. Alternatively, you can activate the flag manually..
- Read date: date of acknowledgment by the recipient. The field can be automatically updated if the Rcvd flag is activated, but it can also be edited manually.
- Notes: contains the distribution method used. The field can also be edited manually for adding additional notes.
DISTRIBUTION LISTS
Using the Print button, you can print the distribution list for the selected document.
With the Print Compl. button, you can print the distribution list of all documents.
Author of the distribution
It is possible to find out who distributed a document by clicking on the Tools tab and the History from the form Menu.
CANCELLATION OF DISTRIBUTIONS
It is also possible to delete the distributions made, without the program keeping track of them:
- with the Delete selected entry, it is possible to cancel one or more of the recipients already entered in the table (while with the Delete button at the bottom of the tab the recipients are deleted before they receive the document);
- with the Delete all distributions button, all the distributions made are canceled.
USER SUMMARY DOCUMENT RECIPIENTS
It is possible to know the list of all users – persons, entities, customers or suppliers – to whom the documents of a specific document category have been distributed.
From the document distribution tab, press the List Distr. for users button. for users opening a filter window:
Is it possible to know the list of all users – people, institutions, customers or suppliers — to whom the documents were distributed in a given category.
From the Documents distribution form, press the button “list Distr. for users “ who opens a filter:
- In the From recipient – To recipient fields , use the magnifying glass to select the names.
- If you want to narrow down the selection list, choose between People, Departments or External before clicking on the magnifying glass.
- If you want to limit printing to one user, check the Single box.
- By activating the Print only not opened documents flag, you will have the list of recipients of documents that have not yet been viewed (for example, documents that have not activated the Rcvd flag).
- By activating the Print only last version documents flag, you will have the distribution list of only the current versions of the documents (if the box is not checked, however, the program also reports the historical versions of the distributed documents for each user).