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 Starting the Distribution for a Recipient List

Use

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

The chosen recipient list is used as a template.

Since the documents are only stored with the document number and the document type in the recipient list, and not with the document part and version, the system suggests the document automatically as follows:

  1. Determines the document part according to the alphanumeric sequence.

  2. Document part 000 always has priority.

  3. Determines the version that was last released The system checks the document status. A document is released when it has a document status that has the release indicator in Customizing for the Document Management System.

  4. If there is no released version, the system determines the version that was last created. The check only takes place for the date. If more than one version exists for a date, the version with the highest number is taken.

Example Example

The following versions exist for document PAP-AA, document type TXT, document part 000:

End of the example.

Version

Created on

Status Released

00

12.12.1998

no

01

31.02.1999

yes

02

05.01.1999

no

The system determines the released version 01.

The following document parts with the following versions exist for document DOK-01, document type DRW:

Document part

Version

Created on

Status Released

000

00

01

12.12.1998

25.01.1999

no

no

001

00

03

04

13.01.1999

17.01.1999

24.02.1999

no

no

yes

The system determines document part 000, version 01. Document part 001 has a released version, but document part 000 has higher priority.

You can define a company-specific logic for determining the document part and the version with a user exit.

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. From the Document distribution menu, choose Start of the navigation path Distribution Next navigation step Start Next navigation step For recipient list. End of the navigation path

  2. The Start document distribution basic data screen appears.

  3. Enter the recipient lost ID and choose Continue .

  4. A dialog box appears with a warning prompting you to check the default values for document part and version.

  5. Choose Continue .

  6. The Start document distribution basic data screen appears.

  7. If required, enter data for the distribution point.

  8. If you want the recipient to confirm the receipt, set the indicator Confirm receipt.

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

  10. You can also set the indicator Output control .

  11. If you want the distribution process to be started immediately, set the Immediate distribution indicator.

  12. Check

  • The document parts and versions that the system has automatically determined. If required, enter other documents that you want to be distributed.

  • Recipients of the recipient list. Enter any other recipients that you want to receive the documents. If required, enter distribution data, for example the distribution type.

  1. 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 .