Internal distribution is used to distribute the document inside the company. Only document current revision is distributed (for information purposes).
Figure 43: Internal Distribution Flowchart
Use the “Internal Distribution – Receivers” tab in Documents form to enter receivers for the internal distribution. Default receivers are added by Distribution Matrix (if configured). Receivers can be added manually one by one, or a group of receivers could be added by choosing a Group of Receivers in the dropdown and pressing “Add Receivers” button.
Figure 44: Internal Distribution – Receivers tab
Internal Distributions are sent for Information only and by default are sent by email. The table below provides a detailed description of the fields in the tab “Internal Distribution Receivers” of “Documents” form:
|Receiver||Receiver/Company to receive the document|
|Format||Format of document to be distributed|
|Action Type||Receiver action type (For information only in Internal Distribution|
|Email Address||Receiver’s email address|
In order to remove a receiver, simply select and delete the record from Receivers listing. Alternatively, you can remove a receiver from all documents by selecting “Other Tasks /Remove Receiver / Remove Receiver from Distribution Setup…” from common tasks.
Add the document to the Internal Distribution Tray by executing the common task “Add Current Document to Tray”. Note that Receivers must have to be specified in the “Internal Distribution” tab and have email addresses before selecting this option.
Figure 45: Internal Distribution Menu
If you wish to send an Internal Distribution directly without going through the tray, select the “Distribute Internally” menu option.
To review the “Internal Distribution Tray” click the “Open Internal Distribution Tray…” button.
Figure 46: “Internal Distribution Tray” Form
This tray contains documents that are to be sent on internal distribution. Select documents to be included in the internal distribution and use “Send Internal Distribution...” button.
One email message will be generated for all receivers. After it is sent it is automatically uploaded to Emails tab.
If you are sending many documents at once, the system will optimize the number of emails received by each group of receivers by grouping several documents together.
The table below provides a detailed description of the fields in the form “Revision Incoming Distribution Tray”:
|Include||Indicates if the document should be included in this internal distribution, or leave it unselected if you want to postpone processing this record for later|
|Document ID||Abbreviation used to identify the document|
|Current Revision||Current Revision of Document. Note that only the current revision can be sent on internal distribution.|
|Created||Internal distribution tray record creation date|
|Created By||Creator of the internal distribution tray record|
Distribution log contains status of revisions sent for Internal Distribution. It can be found under Internal Distribution tab of Documents Register.
Figure 47: “Distribution Log” tab
The log record is grouped by Incoming Distribution ID, Issued Date, Revision and Revision Date.
The table below provides a detailed description of the fields in the tab “Distribution History”:
|Receiver||Internal Distribution receiver|
|Action Type||Internal Distribution action type|
|Viewed||Indicates if the recipient has viewed the distribution|
|Email Address||Receivers email address|
In the header of each distribution group you can see following information: Distribution ID, Issued DateRevision, Revision Date