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Document Distribution Reason

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Purpose

The purpose of this function is to create and maintain reasons for Document distribution that can be applied during Document distribution to identity the reason for distributing the document(s).

 

Documents are distributed for specific reasons and this function is applied to create a number of valid reasons e.g. For manufacturing, For info, For update, For review etc.

 

Thus, rather than typing free text when entering the reason during document distribution, users will select from a list of valid reasons as pre-defined via this function.

 

Where do I find this functionality

The function can be accessed directly from the Menus and Specific function.

On the Menus, it resides under Document Management (but this is customizable and can reside under a variety of menu tabs).

 

Number Control

Number control is not applicable.

 

Technical (Database) Detail

Table "DOCUMENT_DISTRIBUTION_REASON"

 

On this tab the following fields can be viewed:

 

hmtoggle_plus1Active

Purpose

This field is presented as a checkbox, to indicate if the Document distribution reason is active or not. When Documents are distributed  are added, only an active reasons can be selected.

If the checkbox is checked, the reason is active and if unchecked, the reason is no longer active.

 

When a new document distribution reason is added, the check box is automatically checked and disabled, with the result that any new record that is created is regarded as being active.

 

Impact of changing the value

When Documents are distributed, only an active distribution reason can be selected. Setting the reason to inactive will thus prevent it's future selection during document distribution.

 

Use in conjunction with

The reason code is used during Document distribution.

 

Population and Display Rules / Data Source

If the field carries a value of 1, the check box appears as checked, meaning 'yes'

If the field carries a value of 0, the check box appears as unchecked, meaning 'no'

hmtoggle_plus1Add

Purpose

This command button is clicked to add a new Document distribution reason in the system.

The button will enable if a unique (non-existing) reason is typed in the field "Reason code".

 

Security Settings / Who can change

Document distribution reason add-rights required to add a new reason

hmtoggle_plus1Change

Purpose

This command button is clicked to change data for a selected Document distribution reason in the system (e.g. the description or active status).

The button will enable if an existing reason is selected in the field "Reason code" and if the user has the required change-rights.

 

Security Settings / Who can change

Document distribution reason change-rights required.

hmtoggle_plus1Description

Purpose

This field is presented as a text box, to specify and maintain the description for a document distribution reason.

A value must be entered for this field, up to a maximum length of 50 characters.

 

Impact of changing the value

None other than displaying the new description on all functions where the reason code and description are displayed.

hmtoggle_plus1Reason Code

Purpose

This field is presented as a text box, to specify and maintain  the valid document distribution reasons that can be can be applied during Document distribution to identity the reason for distributing the document(s).

 

Documents are distributed for specific reasons and this function is applied to create a number of valid reasons e.g. For manufacturing, For info, For update, For review, New revision etc.

 

It is the primary key for the table Document_Distribution_Reason and a  value must be entered for this field, up to a maximum length of 10 characters.

 

Impact of changing the value

Cannot be changed