Issue Project Documents

You can issue project documents to selected recipients. For example, you can issue documents to stakeholders to review. To issue a document, it must have at least one rendition, and you must have the required rights. Obsolete documents cannot be issued.

To issue project documents:

1. Navigate to the project.
   You can search for projects using the Search Projects link in the Activity Zone. Projects that you are linked to also appear on the History tab on your contact record, and in the Projects dashpart in the Personal Zone.
2. Click the Documents tab.
3. Search for and select the documents that you want to issue.
   For information, see Searching for Documents.
4. Optional: If you are not using Smart View, click the Tools tab under My Search Results.
   If you are using Smart View, this step is not applicable.
5. Click Issue Documents.
6. Optional: In the Issue Documents window, deselect any renditions that you do not want to issue for a selected document.
7. Optional: To add additional documents to the document issue, do any of the following:
   • Click Add Basket to add all documents from a selected basket.
     Note: Documents in a basket do not have to be linked to the project.
   • Click Add DMS to add documents from the DMS.
   • Click to add previous revisions of a selected document.
     Note: By default, the current revision is added, but you can also issue any previous revisions of a document.
8. Click Next.
9. In the Select Recipients step, do one or more of the following to add recipients:
   • To add contacts that were previously issued one or more of the selected documents, select Previously received selected documents from the Issue Group list, and click Add Group.
   • To add contacts that were previously issued any controlled document for the project, select Previously issued on this entity from the Issue Group list, and click Add Group.
   • To add contacts that are directly linked to the project, click Add Entity Recipients, and select the recipients.
   • To add a contact that is not directly linked to the project, enter their name in the Add Recipient field, and then click their name to add them.
     Note: When you add a non-linked contact, you can also add them to the project. Click > Add this contact to this entity for each contact that you want to add to the project.
10. For each contact, select the issue method, and then select the renditions that you want to send to them.
    If you choose to issue a hardcopy or CD, you must also select the size and define the number of copies you intend to issue.
11. Click Next.
    Note: If there are any problems with issuing any of the selected documents, you are notified. Click Previous to rectify any issues. Alternatively, you can choose to ignore them.
12. In the Enter Notes step, modify the email subject and message.
    You can also add notes to the document issue. This information appears on the Document Issue Summary window when you view an issue in the Document Issues tab of the project. Use the Notes field to enter public notes, and the Private Notes field to enter notes that are only viewable by you.
13. Click Finish.
14. On the confirmation prompt, do one of the following:
    • Click Yes to issue the documents to the selected recipients. You must review the information in the next step, and then click Process to issue the documents.
    • Click No to save the document issue without issuing the documents. You can edit and process a saved document issue at any time. For information, see Process a Saved Document Issue.