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Distribution and Transmittals in eB. Assetwise Training Series. eB Distribution T erminology. Document Distribution An eB function that distributes documents to identified people and keeps records of who has what and for how long. Distribution Order
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Distribution and Transmittals in eB Assetwise Training Series
eB Distribution Terminology • Document Distribution • An eB function that distributes documents to identified people and keeps records of who has what and for how long. • Distribution Order • An electronic record of a batch of documents to be distributed, the people who will receive them, and the status of those deliveries. • Transmittal • A record of the delivery of one or more documents to a single person.
eB Document Distribution • Keeps track of documents circulating withinthe organization or out to other organizations • Handles paper and electronic files • Works with eB internal users and external users • Uses Distribution Orders and Transmittals to manage distribution • Tracks who has copies & for how long • Notifies holders when documents are revised
Distribution Orders and Transmittals • Three major parts to distribution • Distribution Orders—requests for electronicor paper copies • Transmittals—filling the requests • Copy disposition—return or destructionof distributed copies
Distribution and Transmittal process Create Distribution Order Add Distribution Items Orders Cancel Distribution Order Approve Distribution Order Commit Distribution Items via Transmittal Recall Distribution Order Print cover sheets Transmittals Distribute copies Acknowledge receipt Disposition Receive returned copies
Distribution participants and scenarios • Document Controller—the gatekeeper for distributing documents & creating transmittals • Distribution Order may originate from Document Controller or as a request from an eB user • Transmittals may need to be sent to “internal” users with access to eB • Transmittals may need to be sent to “external” users with no access to eB • Transmittals include paper and electronic files
Distribution Lists • A reusable list of persons & addresses • Simplifies repetitive distributions to same audience • Includes preferred address and media type • Stand-alone or linked to documents
Creating Distribution Order via Basket • Distribution Wizard acts on Documents & Persons in Basket Basket Actions Launches Distribution Wizard
Set Distribution Order Options Track documentsby project Allow changesbefore committing
Distribution Items and Transmittals • Distribution Items are one per person per document • Transmittals are one per person (multiple documents) Transmittals remain pendinguntil committed
Sample Transmittal Document copies to be transmitted to this person Commit Issueto lock down transmittal
Copy Creation for Transmittals • eB creates Copy objects for each transmittal in the distribution • Copies are reserved for each person Copy objects are created and assigned to each person in the distribution
Document Holders • Documents list Holders, People list Documents Held
Exercise: Create a Distribution Order Goal Create a Distribution Order using the wizard in eB Web
eB Users Distributing electronic files internally
Internal Distribution of Electronic files • Internal users have access to eB • No need to export files—eB is the repository • eB can just send a link to people
Emailing transmittals Sends email withlink to transmittal
External Distribution of Electronic files • Must support large files, many files • Email attachments usually are not sufficient • Specify export location for files • Recipients are given access to exported files
Specifying Export Location for files Export location for app server Preferences for Export / Import Share location forclient machines
Paper Distribution • Process is similar for internal and external people • Electronic and non-electronic files may need to be delivered as paper • Non-electronic files need to be copied • Electronic files can be printed
Group Exercise: Distributing copies Goal Distribute electronic or paper copies and transmittals
Acknowledging Copy Receipt • A receipt is confirmation that the person got the copy • Use the action Acknowledge Receipts on the Transmittal • Receipt records the date of the receipt • Receipt can be from return of cover sheet or other means Records the dateof the receipt
Returning Copies • Copies can be returned or destroyed when theperson has finished with them • Copies can also be changed to a new holder Change copy to new person Return or destroy
Specifying a Return Location • Specify a location when returning a copy
Exercise: Recording Returned Copies Goal Mark copies as received and then returned
What We’ve Covered • The stages of the request and fulfillment process • What a distribution list is used for • The purpose of a distribution order • How to create a distribution order with the wizard • How to distribute copies and transmittals • How to view copy holders • How to acknowledge receipt of copies • What are the disposition options whenusers are finished with copies