DOCUMENT REGISTER & DISTRIBUTION FUNCTION
- What is this function?
Do you have a need to distribute information such as updated drawings and general information? This function allows the distribution of this information to a list of recipients and has version control.
For example, you may have sent out the original drawings for a job and there are now some amendments and you want to send the update documents to the appropriate suppliers/subbies, internal staff, etc.
You can do this through this distribution function.
- Set Up
If you have not used the Document Register before, please review the document called – Document Register November 2020. This is available from the Help button bottom left of screen.
Once you have reviewed this Document Register paper and attached your drawings you are ready to proceed to use Distribution Lists.
- How to Use
When you open up one of your Document Register items, there are two fields that are used by this function. They are the Version control and Distribution List as highlighted in yellow below.
- Version Control – when you first add your documents, drawings etc, the version number displayed will be 0. When you received updated documents, from the document register list you can now create a new version.
On selecting this option, the document register screen opens ups with a copy of the documents from Version 0 and increments the Version number to 1 as shown below.
You can then add your updated documents to this version.
The Document Register list screen, shows the latest version in the list. If you want to see all version, untick the Show latest version box.
- Distribution List – this is where you type the email addresses of who are to receive the attachments. Also there is a box were you can type the message you want to send.
When you create the next revision, the version number increases, the documents from previous version stay attached and the distribution list is remembered.
If you don’t want to send the outdated documents, you can click on the documents in the last version and delete them.
- What do the Recipients see?
The email will look similar to the following.
Note: The attachments are listed in the email as hyperlinks.