Prerequisites

• Access to the Configuration > Document > Category (DC043) menu.
• Category with general data configured.

Introduction

Copy distribution is a way to organize the delivery of physical documents to recipients. In the distribution configuration, it is possible to define that it must happen manually or automatically.

In the case of the example created for this article, copies will be distributed in printed and automatic format. The distributed document will be used to instruct a work process and will be delivered to employees without Internet access.

Configuring a printed copy in the category

1. Access the Configuration > Document > Category (DC043) menu.

2. Select the desired category and click on the button.

3. In the Control tab, enable the Printed copy section.

4. Select who will be responsible for distributing the printed copies of the documents:

• Document control: users with the Distribute copies permission enabled for the document that will have its copies distributed.
• Responsible users for copy stations: members of the team responsible for the copy station.
• Specific team: members of a specific team. In the field that will be enabled, select the desired team or add a new one.

5. In Send copy after, select whether the printed copies will be sent after the approval or release of the document revisions.

6. In Obsolete copy substitution mode, select how obsolete physical copies (from past revisions) will be replaced:

• Manual: when a new revision is released, the system will generate the Obsolete copies cancellation task for the users responsible for distributing the printed copies of the documents.
• Automatic: once a revision is released (finished), all printed copies from past revisions will be canceled.
• Substitution: printed copies from revisions prior to the current one will be canceled as new copies of the documents are distributed.

7. Then, enter the deadlines related to the distribution of the printed copies:

• Deadline for sending controlled copies: enter the maximum deadline to be met for the controlled copies of the documents to be sent.
• Deadline for receiving confirmation: enter the maximum deadline to be met for the receiving of printed copies of the documents to be confirmed.
• Deadline for collecting obsolete copies: enter the maximum deadline for collecting the obsolete copies of the documents.

8. To finish, click on Save in the category toolbar.

Conclusion

After saving, the category will be ready to be used in the creation of a document that must go through copy distribution. It is necessary to associate the copy station configured in the previous step of the flow with the document that is created from this category. See how to associate the copy station in the document.