Viewing document distribution details

This page allows you to view the distribution details for the selected document. Tell me more.

Select the “View Document Distribution Information” link in the “Select Document” or “View Document Information” page.

The “View Document Distribution Information” page appears.

The system displays the following:

Date & Time Format

The format in which the date and 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 “Document Details” group box:

Document #	The number identifying the document whose distribution details are to be viewed.
Revision #	The selected revision number of the document.
Document Title	The name of the document.
Document Status	The current status of the document.
Document Subject	A brief description about the document.
Document Type	The type of the document.
Std. Distribution #	The number identifying the standard distribution list to which the document had been distributed.
Total No. of Copies	The total number of copies of the document.

Enter the following field:

Display Option

Use the drop-down list box to specify the option based on which the documents are retrieved. The system lists the following options:

“Permanent & Returnable” – Select this option if you wish to retrieve distribution records, in which documents have been distributed either on permanent or on returnable basis.
“Permanent” – Select this option if you wish to retrieve distribution records, in which documents have been distributed on permanent basis.
“Returnable” – Select this option if you wish to retrieve distribution records, in which documents have been distributed on returnable basis.
“Returned” – Select this option if you wish to retrieve distribution records, in which documents have been returned to the library.
“All” – Select this option if you wish to retrieve all the distribution records, created and saved for the selected document #- revision #, until date.

The system sets this field “Permanent & Returnable” by default.

Click the “Get Details” pushbutton provided alongside, to retrieve the library details and distribution details, based on the “Display Option” selected.

The system displays the following fields in the “Library Details” group box, on clicking the “Get Details” pushbutton:

Library #	The number identifying the library.
Library Name	The name of the library.

The system displays the following fields in the “Distribution Details” group box, on clicking the “Get Details” pushbutton:

The system displays the distribution details in the multiline, based on the “Distribution Date”.

Distribution Date	The date on which the document is distributed.
User Type	The type of the user to whom the document is distributed, which could be one of the following: “Library” – Indicates that the document is distributed to the members of the library. “Work Center” – Indicates that the document is distributed to the members of the work center. “Employee” – Indicates that the document is distributed to the employees. “Supplier” – Indicates that the document is distributed to the suppliers. “Customer” – Indicates that the document is distributed to the customers. “Others” – Indicates that the document is distributed to any other member.
User Info	The information regarding the user of the document.
User Name	The name of the user.
Employee #	The code of the employee.
Distribution Type	The distribution type of the document, which could be one of the following: “Permanent” – Indicates that the document is distributed on permanent basis. “Returnable” – Indicates that the document is distributed on returnable basis. “Returned” – Indicates that the document distributed to the user has been returned back to the library.
Distribution Reason	The reason for which the document is distributed to the user.
No. Of Copies	The total number of copies that are distributed.
Media	The medium through which the document is distributed to the users.
Reference	Any reference pertaining to the document.
Exp./Act. Return Date	The excepted / actual date of return of the document.
Acknowledgement Status	The acknowledgement status of the document, which could be one of the following: “Not Required” – Indicates that acknowledgement is not required for the document. “Pending” – Indicates that acknowledgement is pending for the document. “Acknowledged” – Indicates that receipt of the document is acknowledged.
Condition	The condition of the document, which could be “Usable” or “Discarded”.
Phone #	The phone number of the user of the document.
Fax	The fax number of the user.
Email	The e-mail ID of the user.
Dist. Remarks	Any remarks pertaining to the distribution of the document.
Acknowledged Date	The date on which the receipt of the document is acknowledged.
Acknowledged Time	The time at which the receipt of the document is acknowledged.
Ack. User Status	The status of the user who acknowledged the document.
Ack. Remarks	Any remarks provided during the acknowledgement of the document.
Acknowledged By	The name of the employee who acknowledged the receipt of the document.
Doc. Location	The location where the document is distributed.
Acknowledging Employee Name	The name of the employee who acknowledged the document.
Updated By	The name of the login user who updated the document distribution details.
Updated Date	The date on which the document distribution details was last updated.

Viewing document distribution details – An overview

This page allows you to view the distribution details for the selected document. You can retrieve the document distribution details based on the “Display Option” selected. The document distribution details such as distribution date, user type, user information, user name, employee number, distribution type, distribution reason, number of copies distributed, medium of distribution, expected / actual date of return, acknowledgement status, condition, acknowledged date and acknowledged user status are displayed based on the display option selected.