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Distribution Media

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The purpose of this function is to create the Distribution Media that you want to use to distribute Documents issued to the Users. In Document Master there is a field with the name Distribution Media and this field refers to the list of available active Distribution Media that the user created in the Distribution Media Function. The list of available Distribution Media ID’s need to be created as part of the pre-configuration requirements, before a new Document can be loaded in the Document Master function.

 

On this tab the following fields can be viewed:

 

hmtoggle_plus1Active

This field is used as a checkbox, to indicate if the Document Distribution Media ID is active or not.  If the checkbox is ticked, the Distribution Media is active and when unchecked, the Media is not active.

hmtoggle_plus1Add 2

The user must have a security profile linked to the function Distribution Media with an access allowed of Add.  When the "Add" button is clicked, it inserts the selected data in the Document Distribution Media table.  Distribution Media may not be spaces.  Media Description may not be spaces.

hmtoggle_plus1Change 2

The user must have a security profile linked to the function Distribution Media with an access allowed of Change.  When the "Change" button is clicked, changes made are updated

on the Document Distribution Media table.  Distribution Media may not be spaces.  Media Description may not be spaces.

hmtoggle_plus1Delete 2

The user must have a security profile linked to the function Distribution Media with an access allowed of Delete.

If a specific Distribution Media ID has already been linked to a new document added in Document Master, then the user will be prohibited from deleting that specific Distribution Media Code. The following error will occur when trying to delete the Document: “The distribution media ID cannot be deleted since it has already been applied on Document Master. You may however set the status to inactive to prevent future use of this media”.

The following error will occur when trying to delete the Distribution Media ID: “The distribution media cannot be deleted since it has already been applied on Document Distribution. You may however set the status to inactive to prevent future use of this media”.

To prevent further use of this Distribution Media, the Media can be set to inactive, by un-checking the Active checkbox on the Distribution Media function.

Only one record can be deleted from the Document Distribution Media table at a time.

hmtoggle_plus1Description 2

This field is used to add a new Distribution Media Description.  The field elaborates more on the Distribution ID, so the user knows exactly what the Media of Distribution entails. The Media Description field has a maximum of 50 characters.

hmtoggle_plus1Distribution Media Id

This field is used to add a new Document Distribution Media ID.  The Distribution Media ID field has a maximum of 10 characters.

hmtoggle_plus1Electronic Distribution

This field is used as a checkbox, to indicate if the Electronic Distribution option of the selected Distribution Media is active or not. If the checkbox is ticked, the Electronic Document

Distribution option is active and when unchecked, Electronic Distribution is not active.

hmtoggle_plus1Print Receipt

This field is used as a checkbox, and must be activated if the Document is NOT Electronically Distributed. If the checkbox is ticked, the Document Distribution Media is Hard Copies that

must be either collected or delivered as specified when the Distribution ID is added.