Distribution

This routine controls documents distribution.

After finishing all stages to prepare document, distribution of copies to users registered as addressees is accomplished.

Documents distribution can be performed by established users or it can be sent to more than one department.

Procedures

To perform documents distribution:

1. By accessing Distribution, system displays window Documents Distribution divided in areas:
• Documents - it relates documents ready for distribution.
• Addressees - it displays addressees that must receive documents.
2. Place cursor on document to be distributed.
3. In case you need to add other addressee, place cursor on document and then click Add.

System opens new window Addressees-To Add to choose target:

• Users

In this option are informed: Branch, User, Department, Number of Copies, Receives Documents and Copy Type.

• Folders

In this option are informed: Folder, Number of Copies, Copy Type and Department.

Select folder and departments related to it will be selected according to binding defined in Folders Register or in Departments Folder.

4. To change addressee data, click To Edit.

You can change number of copies, copy type and decide to receive document or not in this item.

5. To Research Department, click Research and enter branch and department data.
6. To Delete addressees, click Delete.
7. Confirm document distribution.

System displays new Distribution screen. In this screen are informed: Effective Date, Implementing Date, Expiry Days and Expiration Date.

8. Fill out fields according to field help instructions.
9. Confirm it.

Tip:

Confirm it and, if configured, system finishes document by keeping it in reading status and generating reading entries for addressees and notices via e-mail.

To verify configurations needed to send e-mails, query item E-mail.

See also

To check Protocol of Distributed Documents, see printing of Report of Protocol of Documents Delivery and Quality Registers.