Recording document distribution details

This page allows you to maintain the document distribution details. Tell me more.

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

The “Record Document Distribution Information” page appears.

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 maintained.

Click the hyperlinked document number to view the document details.

Revision #	The revision number of the document.
Document Title	The name of the document.

Enter the following field in the “Document Details” group box:

Document Status

Use the drop-down list box to select the document status. The system lists the following options:

“Fresh” – Select this option if the document is yet to be approved for distribution.
“Active” – Select this option if the document is approved and operational for distribution.

Note: If the current revision of the document has superceded the previous existing revision and the superceding action is set as “Return to Library”, the current revision of the document can be activated. This is provided there exists no copy of the previous revision (with any user) with its ‘Distribution Type’ in permanent or returnable basis, except for the library incharge’s record.

The system displays the following fields:

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 whom the document must be 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 to “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.

Enter the following fields in the “Distribution Details” multiline:

Distribution Date	The date on which the document is distributed (Date Format). Mandatory. The date entered here must be earlier than or equal to the current system date.
User Type	Use the drop-down list box to specify the type of the user to whom the document is distributed. The system lists the following options: “Library” – Select this option if the document is distributed to the member(s) of the library. “Work Center” – Select this option if the document is distributed to the members of the work center. “Employee” – Select this option if the document is distributed to the employees. “Supplier” – Select this option if the document is distributed to the suppliers. “Customer” – Select this option if the document is distributed to the customers. “Others” – Select this option if the document is distributed to any other member. Do not leave this field blank.
User Info	The information regarding the user of the document (Alphanumeric, 40). Data entry in this field is mandatory, if the “User Type” is set other than “Employee” and no value is entered in the “User Name” and “Employee #” fields.
User Name	The name of the user (Alphanumeric, 25). Ensure that the user entered here is an active user. Help facility available.
Employee #	The code of the employee (Alphanumeric, 20). Ensure that the employee entered here is active and is mapped to the user specified in the “User Name” field, as defined in the “Employee Information” business component. Help facility available.

Note: Ensure that either the user name or the employee code must be specified, if the “User Type” is set as “Library”, “Work Center” or “Employee” and no value is specified in the “User Info” field.

Note: You cannot modify the “User Info”, “User Name” and “Employee #” for an existing document with acknowledgement status as “Acknowledged”.

Distribution Type

Use the drop-down list box to specify the distributed type of the document. The system lists the following options:

“Permanent” – Select this option if the document is distributed on permanent basis.
“Returnable” – Select this option if the document is distributed on returnable basis.
“Returned” – Select this option if the document distributed to the user has been returned back to the library.

Do not leave this field blank.

Distribution Reason

The reason for which the document is distributed to the user (Alphanumeric, 255).

No. Of Copies

The total number of copies that are distributed (Integer). Mandatory. Ensure that the value entered here is either zero or a position value.

Note: If the document is in “Active” status, ensure that the total number copies with distribution status as “Permanent” and “Returnable” are equal to the “Total No. of Copies” specified in the header.

Media	Use the drop-down list box to specify the medium through which the document is distributed to the users. The system lists all the active quick codes of type “Media”, as defined in the “Maintain Quick Codes” activity of the “Library” business component. The system also lists the inactive quick code of type “Media” existing for the selected document and revision number combination. Data selection in this field is mandatory, if the “Mandatory ?” field is set as “Yes” for the “Media” quick code type in the “Maintain Quick Codes” page of the “Library” business component. The system leaves this field blank by default.
Doc. Location	The location where the document is distributed (Alphanumeric, 40).
Std. Issue Dur. (Days)	The standard number of days for which the document is issued to the user (Integer). The value entered here must be greater than zero.
Acknowledgement Status	Use the drop-down list box to specify the acknowledgement status of the document. The system lists the following options: “Required” – Select this option if acknowledgement is required for the document. “Not Required” – Select this option if acknowledgement is not required for the document. “Pending” – Select this option if acknowledgement is pending for the document. “Acknowledged” – Select this option if the receipt of the document is acknowledged. Data selection in this field is mandatory. If Acknowledgement Status is selected as "Acknowledged", a value must be specified in the 'Acknowledged By' and “Acknowledged Date” fields, and vice-versa.

Note: You can set the acknowledgement status as “Acknowledged” only for those documents that are in “active” status.

You must set the acknowledgement status as “Acknowledged”, if the “Acknowledged By” is specified and/or the date entered in the “Acknowledged Date” field is earlier than or equal to the current system date.

Exp./Act. Return Date	The expected / actual date of return of the document to the library (Date Format). Data entry in this field is mandatory, when “Distribution Type” is set as “Returnable” and no value is specified in the “Std. Issue Dur. (Days)” field. “Distribution Type” is set as “Returned”. Ensure the following: If the “Distribution Type” is set as “Returnable”, the date entered here must be later than the current system date and the acknowledged date. The date entered in this instance is taken as ‘Expected Return Date’. If the “Distribution Date” is set as “Returned”, the date entered here must be earlier than the current system date and later than the distribution date and the acknowledged date. The date entered in this instance is taken as ‘Actual Return Date’.
Condition	Use the drop-down list box to specify the condition of the document. The system lists the following options: “Usable” – Select this option if the document is in usable condition. “Discarded” – Select this option if the document is in discarded condition. The system sets this field to “Usable” by default.
Phone #	The phone number of the user of the document (Alphanumeric, 70).
Fax	The fax number of the user of the document (Alphanumeric, 70).
Email	The email ID of the user of the document (Alphanumeric, 70).
Dist. Remarks	Any remarks pertaining to the distribution of the document (Alphanumeric, 255).
Acknowledged Date	The date on which the receipt of the document is acknowledged (Date Format). Data entry in this field is mandatory, if value is specified in the “Acknowledged By” field. The date entered here must be earlier than the current system date and later than the distribution date.
Acknowledged Time	The time at which the receipt of the document is acknowledged (Time Format). The time entered here must be earlier than the current system time.
Ack. User Status	Use the drop-down list box to specify the status of the user who acknowledged the document. The system lists all the active quick codes of type “Acknowledged User Status”, as defined in the “Maintain Quick Codes” activity of the “Library” business component. The system also lists the inactive quick code of type “Media” existing for the selected document and revision number combination. Data selection in this field is mandatory, if the “Mandatory ?” field is set as “Yes” for the “Media” quick code type in the “Maintain Quick Codes” page of the “Library” business component. By default, the system displays the default value set in the “Maintain Quick Codes” page of the “Library” business component.
Ack. Remarks	Any remarks provided during the acknowledgement of the document (Alphanumeric, 255).
Acknowledged By	The name of the user who acknowledged the receipt of the document. Data entry in this field is mandatory, if the “Acknowledged Status” is set as “Acknowledged”. Ensure that the employee number entered here is active as defined in the “Employee Information” business component. Help facility available.
Reference	Any reference pertaining to the document (Alphanumeric, 150).

The system displays the following fields in the “Distribution Details” multiline:

Acknowledging Employee Name	The name of the employee who acknowledged the receipt of the document.
Updated By	The name of the login user who updated the document distribution details.
Updated Date	The date on which the login user

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

Ensure that at least one document must exists with “User Type” as “Library” and “Employee #” as the employee code of the “Primary Contact Person”, in the multiline.

Ensure that no records are repeated in the multiline.

Check the box in the select column of the multiline to mark the record.

Note: You can delete only those documents for which acknowledgement status is other than “Pending” or “Acknowledged”.

You cannot delete those documents for which user type is “Library” and employee number is same as that of the “Primary Contact Person” of the library in which the document is registered.

Click the delete icon provided in the toolbar above the multiline to delete the selected record.
Click the “Record Distribution Info” pushbutton to record the document distribution details.

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

The system performs the following:

Updates the current server date as “Updated Date” and the login user as the “Updated By”.
Updates the “Acknowledgement Status” as “Pending” for those documents for which the acknowledgemnt status is set as “Required”.
Computes the expected return date as the sum of the “Distribution Date” and the “Std. Issue Dur. (Days)”, and saves the computed value as the “Exp./Act. Return Date”.

Recording document distribution details – An overview

This page allows you to maintain the document distribution details. The documents that are maintained in the library are distributed to users based on the standard distribution list mapped to the document. The total number of copies of the document that are registered in the library are distributed as single copy to each of the members of the standard distribution list. The copies that remain in excess after distribution to the members are stored against the library incharge, as the first record in this page. This page also allows you to add/remove the members to whom the documents must be distributed.

The system updates the current server date as the “Updated Date” and the login user name as the “Updated By”.