Starting Document Distribution 

Use

You use this function to start distribution for the chosen document version manually. The system controls the distribution via a Distribution Order that is created internally.

Prerequisites

You must have defined the recipient or recipient lists that you want to send the documents to.

The user must have the required Authorizations.

Procedure

  1. Choose Distribution ® Start ® For document from the Document distribution menu.

    2. The Start distribution: Initial screen appears.

  2. Enter the key data for the document.

    3. If you want to choose the version from a selection list, enter the special character * in the Version field. You can copy the version by double-clicking on it.

  3. Enter data for the recipient list.

If the document is assigned to a recipient list, you can choose one of the following options:

If you want to send the document to one or more recipients (without a recipient list) just once, choose None.
  1. If you want the recipient to confirm the receipt, set the indicator Confirm receipt.

    2. The system displays Return date field where you enter the date by which the document must be returned.

  2. Choose Execute. The Start document distribution basic data screen appears.
  3. If required, enter data for the distribution point.
  4. If required, set the indicator for sending a confirmation of receipt and for checking that the document is sent.
  5. If you want the distribution process to be started immediately, set the Immediate distribution indicator.
  6. Enter the documents that you want to be distributed. The system copies the document data from the initial screen. If required, enter other documents that you want to be distributed.
  7. Enter the recipients of the documents. If the system determines at least one recipient list according to the selection criteria on the initial screen, the allocated recipients and the send data are listed.

    8. The default distribution type is determined for each recipient if you have not entered a distribution type for the recipient in the recipient list. The system determines the appropriate default distribution type from the default communication type in central address management.

    If required, enter other recipients and distribution data, for example, type of copy.

  8. Start distribution.

Result

If you have set the Immediate distribution indicator, the distribution process is started immediately and controlled by the distribution order. If you have not set this indicator, the distribution process is started later as a background job.

You can keep track of all these processing steps in the Distribution Log.