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Distribute Tab

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This tab is applied to select the employee or organisation to whom/which the selected documents are to be distributed, as well as to specify the distribution media and the number of copies to be distributed.

 

The employee, to whom the documents must be distributed, can be selected in 3 ways.

1.                By selecting the employee name in the mode "Specific employee"

2.                By selecting an employee group in the mode "From group/project". (this will display a list of employees linked to the employee group as predefined via the function Employee group)

3.                By selecting a Project in the combo box provided in the mode "From group/project". (this will display a list of employees linked to the Project as predefined via the function Document project distribution)

 

If the list or combo do not populate the desired employee, it is very likely due to the fact that the employee does not have a valid security classification.

 

The external organisation, to which the documents must be distributed, is selected in the mode "Specific Organisation".

 

Mail is sent to employees during distribution and where the distribution is made to an External organisation, an internal employee (as specified) receives the mail on behalf of the organisation.

The allocated receipt number also becomes visible after a successful action.

 

After a distribution action, you can click the "Receipt details" tab to view and print a receipt.

You can also proceed to select the next employee or organisation for distribution. If the "package" remains the same it is not required to re-select all the documents again. Just vary the employee and organisation and the number of copies as required and proceed by clicking the "Distribute" button.