Show TOC

 Create recipient list Locate this document in the navigation structure

Use

You can use Recipient Lists to send documents to several recipients via document distribution.

Prerequisites

If you want the system to assign the name of the recipient list internally, you must define a number range for recipient lists in Customizing for the Document Management System, by choosing   Document Distribution   General Settings   Number Ranges   .

If you want to use a context to limit the recipient list, you must define the context in Customizing for the Document Management System, by choosing   Document Distribution   Context   Define context   .  

The user must have the required Authorizations .

Procedure

  1. Choose   Recipient   Create   from the Document distribution menu.

  2. The Create recipient list screen appears. Create

  3. Enter a name for the recipient list and choose Continue .

  4. The Create recipient list screen appears. Basic Data

  5. Enter a description.

  6. If you want to enter a description in other languages, choose   Edit   Language-dependent description   .  

  7. If you only want to use the recipient list under certain conditions, enter a Context .

  8. Flag the recipient list as a standard recipient list, if required.

  9. ( )

    The standard recipient list applies to all document parts and versions of the document.

  10. Enter all the documents that you want the recipients in the recipient list to receive.

  11. You enter the documents irrespective of document part or version.

    You use the selection of the workstation application to determine which original application files you want to distribute.

  12. Enter a Recipient .

  13. You can select the recipient by recipient type (for example, general Business Workplace distribution list) by choosing the possible entries button.

    ( )

    You can explode a Business Workplace distribution list or organizational unit by choosing Explode distribution list/organizational unit .

  14. Choose the Distribution Type . This determines how the recipient receives the document (for example, e-mail with the original file as an attachment).

  15. Enter further data as required, for example:

  16. – Number of copies for distribution type

    – Medium for the document (for example, paper)

  17. If you do not want a particular recipient to receive the document that you are going to distribute, set the Recipient inactive indicator. As soon as you delete this indicator, this recipient receives the document the next time it is distributed.

  18. Save your recipient list.

Result

When you start distribution, you can decide whether you want:

  • To send the documents to the standard recipient list

  • To send the documents to all recipient lists

You can limit the number of recipient lists by using a context.