Document Control Software

Document Control Software: Distribution

 The main document screen contains seven tabs. Two of these we already got to know when learning about the workflow: the Document tab and the Approval tab.
The Distribution Tab is used to list all the people who need this document to do their jobs. Together with the Associate Documents with Department button on the Document Tab, the DOC9000 program gives you the ability to clearly assign what functions need what documents.
distribute new document
A brief explanation of the fields ...
  • Modify Distribution List...: If we need to create or change the distribution list, we can click on this button and a 'mover' screen will come forward.
  • Edit Item for # Copies ...: In the case where hard copies are being distributed and more then one copy is being given to a supervisor (to be passed out to other employees), this option allows you to keep track of this information.
  • Replace All with 'Hard Copy': This is used to mark that all the persons on the distribution list are getting hard copies of the released document.
  • Copy this List to Other Documents ...: This allows you to create one distribution list and then copy it to other documents that have the same (or similar) distribution lists.
  • Mark Selected Name...: This button allows you to mark the selected name as having read and understood the document's contents. This can be used as a 'training record' to help record that users have read the document.
  • Mark All...: This button allows you to mark all the names as having read and understood the current revision.
  • Email Distribution Notice: This option allows you to e-mail everyone on the distribution list.


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