Distribution and Transmittals in eB

1. Distribution and Transmittals in eB Assetwise Training Series

2. eB Distribution Terminology • Document Distribution • An eB function that distributes documents to identified people and keeps records of who has what and for how long. • Distribution Order • An electronic record of a batch of documents to be distributed, the people who will receive them, and the status of those deliveries. • Transmittal • A record of the delivery of one or more documents to a single person.

3. eB Document Distribution • Keeps track of documents circulating withinthe organization or out to other organizations • Handles paper and electronic files • Works with eB internal users and external users • Uses Distribution Orders and Transmittals to manage distribution • Tracks who has copies & for how long • Notifies holders when documents are revised

4. Distribution Orders and Transmittals • Three major parts to distribution • Distribution Orders—requests for electronicor paper copies • Transmittals—filling the requests • Copy disposition—return or destructionof distributed copies

5. Distribution and Transmittal process Create Distribution Order Add Distribution Items Orders Cancel Distribution Order Approve Distribution Order Commit Distribution Items via Transmittal Recall Distribution Order Print cover sheets Transmittals Distribute copies Acknowledge receipt Disposition Receive returned copies

6. Distribution participants and scenarios • Document Controller—the gatekeeper for distributing documents & creating transmittals • Distribution Order may originate from Document Controller or as a request from an eB user • Transmittals may need to be sent to “internal” users with access to eB • Transmittals may need to be sent to “external” users with no access to eB • Transmittals include paper and electronic files

7. Distribution Lists • A reusable list of persons & addresses • Simplifies repetitive distributions to same audience • Includes preferred address and media type • Stand-alone or linked to documents

8. Creating Distribution Lists

9. Creating Distribution Lists (cont)

10. Creating Distribution Order via Basket • Distribution Wizard acts on Documents & Persons in Basket Basket Actions Launches Distribution Wizard

11. Adjust Persons on Distribution Order

12. Set Distribution Order Options Track documentsby project Allow changesbefore committing

13. Distribution Order

14. Distribution Item Status

15. Distribution Items and Transmittals • Distribution Items are one per person per document • Transmittals are one per person (multiple documents) Transmittals remain pendinguntil committed

16. Sample Transmittal Document copies to be transmitted to this person Commit Issueto lock down transmittal

17. Copy Creation for Transmittals • eB creates Copy objects for each transmittal in the distribution • Copies are reserved for each person Copy objects are created and assigned to each person in the distribution

18. Document Holders • Documents list Holders, People list Documents Held

19. Exercise: Create a Distribution Order Goal Create a Distribution Order using the wizard in eB Web

20. eB Users Distributing electronic files internally

21. Internal Distribution of Electronic files • Internal users have access to eB • No need to export files—eB is the repository • eB can just send a link to people

22. Emailing transmittals Sends email withlink to transmittal

23. Distributing electronic files externally

24. External Distribution of Electronic files • Must support large files, many files • Email attachments usually are not sufficient • Specify export location for files • Recipients are given access to exported files

25. Specifying Export Location for files Export location for app server Preferences for Export / Import Share location forclient machines

26. Exporting files

27. Distributing Paper files

28. Paper Distribution • Process is similar for internal and external people • Electronic and non-electronic files may need to be delivered as paper • Non-electronic files need to be copied • Electronic files can be printed

29. Sample Printed Transmittal

30. Group Exercise: Distributing copies Goal Distribute electronic or paper copies and transmittals

31. Receiving and Returning copies

32. Acknowledging Copy Receipt • A receipt is confirmation that the person got the copy • Use the action Acknowledge Receipts on the Transmittal • Receipt records the date of the receipt • Receipt can be from return of cover sheet or other means Records the dateof the receipt

33. Returning Copies • Copies can be returned or destroyed when theperson has finished with them • Copies can also be changed to a new holder Change copy to new person Return or destroy

34. Specifying a Return Location • Specify a location when returning a copy

35. Exercise: Recording Returned Copies Goal Mark copies as received and then returned

36. What We’ve Covered • The stages of the request and fulfillment process • What a distribution list is used for • The purpose of a distribution order • How to create a distribution order with the wizard • How to distribute copies and transmittals • How to view copy holders • How to acknowledge receipt of copies • What are the disposition options whenusers are finished with copies