Acknowledging document distribution

This page allows you to acknowledge the receipt of the documents distributed to you. Tell me more.

Select the “Acknowledge Document Distribution” link under the “Library Operations” business component.

The “Acknowledge Document Receipt” page appears.

Note: The system retrieves only those active documents which the login user has received and whose acknowledgement status is “Pending”.

The system displays the following:

Date & time Format

The format in which the date & time fields are displayed in this page. This format is displayed from the "User Preferences" business component based on the login user ID. In case the format is not defined, the system displays the date and time format from the "Enterprise Modeling" business component by default.

The system displays the following fields in the “Pending Document List For Acknowledgement” multiline:

Document #

The number identifying the document which is to be acknowledged.

Click the hyperlinked document number to view the document details.

Revision #	The revision number of the document.
Document Title	The name of the document.
Document Type	The type of the document.
Document Category	The category to which the document belongs.
No. Of Copies	The total number of copies of the document, that is pending for acknowledgement.
Media	The medium through which the document has been distributed to the user.
Distribution Reason	The reason for distributing the document.
Dist. Remarks	Any remarks pertaining to the distribution of the document.

Enter the following details in the “Pending Document List For Acknowledgement” multiline:

Ack. User Status

Use the drop-down list box to specify the status of the user acknowledging the document. The system lists all the active quick codes of type “Ack. User Status”, as defined in the “Maintain Quick Codes” activity of the “Library” business component.

By default, the system displays the default value set for the “Ack. User Status” quick code type in the “Maintain Quick Codes” activity of the “Library” business component.

Data selection in this field is mandatory, if the “Mandatory ?” field is set as “Yes” for the “Ack. User Status” quick code type in the “Maintain Quick Codes” page of the “Library” business component.

Ack. Remarks

Any remarks provided by the user during the acknowledgement of the document (Alphanumeric, 255).

Revision Action Status

Use the drop-down list box to specify the status of the revision action. The system lists all the active quick codes of type “Rev. Action Status”, as defined in the “Maintain Quick Codes” activity of the “Library” business component.

By default, the system displays the default value set for the “Rev. Action Status” quick code type in the “Maintain Quick Codes” activity of the “Library” business component.

Data selection in this field is mandatory, if the “Mandatory ?” field is set as “Yes” for the “Rev. Action Status” quick code type in the “Maintain Quick Codes” page of the “Library” business component.

The system displays the following fields:

Superceding Action	The superceding action to be performed on the previous revision.
Library Name	The name of the library at which the document has been registered.
Phone #	The phone number of the login user.
Email	The e-mail ID of the login user.
Distribution Date	The date on which the document has been distributed.
Revision Implication	The implication caused due to the revision of the document.

Enter the following fields in the “Acknowledgement Details” group box:

Acknowledged by

The name of the user who acknowledged the receipt of the document (Alphanumeric, 20). Mandatory. The system displays the login user by default. Ensure that the value entered here is an active employee, as defined in the “Employee Information” business component.

Help facility available.

Acknowledgement Date & Time

The date and time at which the document is acknowledged by the user (Date and Time Format). Mandatory. By default, the system sets this field to the current server date and time.

The date and time specified here must be:

Earlier than the current date and time.
Later than the distribution date.

Note: Ensure that at least one record is selected in the multiline.

Check the box in the “Select” column of the multiline to delete the record.
Click Delete icon in the toolbar above the multiline to delete the selected document.
Click the “Acknowledge Doc. Distribution” pushbutton to acknowledge the document distribution.

Note: The system displays an error message, if any other concurrent user attempts to simultaneously modify the acknowledgement details.

Acknowledging document distribution – An overview

This page allows you to acknowledge the receipt of the documents distributed to you. You can acknowledge only those documents that are in “Active” status with acknowledgement status as “Pending”. You can specify the acknowledgement user status, acknowledgement remarks and revision action status during the acknowledgement of the document.