Distribution and Transmittals in eB
description
Transcript of Distribution and Transmittals in eB
© 20
12 B
entle
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Distribution and Transmittals in eB
Assetwise Training Series
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• 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 Distribution Terminology
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• 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
eB Document Distribution
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• Three major parts to distribution– Distribution Orders—requests for
electronicor paper copies
– Transmittals—filling the requests– Copy disposition—return or destruction
of distributed copies
Distribution Orders and Transmittals
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Distribution and Transmittal processCreate Distribution Order
Add Distribution Items
Approve Distribution Order
Print cover sheets
Commit Distribution Items via Transmittal
Cancel Distribution Order
Distribute copies
Acknowledge receipt
Recall Distribution Order
Receive returned copies
Orders
Transmittals
Disposition
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• 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 participants and scenarios
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• A reusable list of persons & addresses• Simplifies repetitive distributions to same audience• Includes preferred address and media type• Stand-alone or linked to documents
Distribution Lists
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Creating Distribution Lists
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Creating Distribution Lists (cont)
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• Distribution Wizard acts on Documents & Persons in Basket
Creating Distribution Order via Basket
Launches Distribution Wizard
Basket Actions
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Adjust Persons on Distribution Order
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Set Distribution Order Options
Track documentsby project
Allow changesbefore committing
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Distribution Order
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Distribution Item StatusPending Added to the order, but no action taken yetCopy Creation Required
Assigned to a person, but no eB Copy object is available
Allocation Pending eB Copy available, not assigned to a personAllocated An eB Copy is assigned to the personIssued The item has been committed, the issue date is fixed,
and the person is a “holder”
Returned The eB copy is freed for subsequent distribution, and the person is no longer a holder
Lost or Destroyed The eB copy is marked as destroyed, and the person is no longer a holder
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• Distribution Items are one per person per document• Transmittals are one per person (multiple documents)
Distribution Items and Transmittals
Transmittals remain pendinguntil committed
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Sample Transmittal
Document copies to be transmitted to this person
Commit Issueto lock down transmittal
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• eB creates Copy objects for each transmittal in the distribution
• Copies are reserved for each person
Copy Creation for Transmittals
Copy objects are created and assigned to each person in the distribution
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• Documents list Holders, People list Documents Held
Document Holders
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GoalCreate a Distribution Order using the wizard in eB Web
Exercise: Create a Distribution Order
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Distributing electronic files internally
eB Users
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• Internal users have access to eB• No need to export files—eB is the repository• eB can just send a link to people
Internal Distribution of Electronic files
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Emailing transmittals
Sends email withlink to transmittal
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Distributing electronic files externally
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• Must support large files, many files• Email attachments usually are not sufficient• Specify export location for files• Recipients are given access to exported
files
External Distribution of Electronic files
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Specifying Export Location for files
Preferences for Export / Import
Share location forclient machines
Export location for app server
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Exporting files
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Distributing Paper files
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• 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
Paper Distribution
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Sample Printed Transmittal
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GoalDistribute electronic or paper copies and transmittals
Group Exercise: Distributing copies
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Receiving and Returning copies
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• 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
Acknowledging Copy Receipt
Records the dateof the receipt
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• Copies can be returned or destroyed when theperson has finished with them
• Copies can also be changed to a new holder
Returning Copies
Change copy to new personReturn or destroy
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• Specify a location when returning a copy
Specifying a Return Location
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GoalMark copies as received and then returned
Exercise: Recording Returned Copies
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• 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 when
users are finished with copies
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