Issue Documents from the DMS

You can issue project documents that are stored in the DMS to selected recipients. At least one rendition must exist for each document that you want to issue, and documents must be stored against document pools that are linked to the project.

You can also issue controlled documents from the DLM tab. For information, see Issue Documents from the DLM.

To issue documents from the DMS:

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 in your contact record, and in the Projects dashpart in the Personal Zone.
2. On the project window, click the Document Issues tab.
3. Click to create a document issue.
4. On the Issue Documents screen, do one or both of the following:
   • To add documents stored in any document pools associated with the project, click Add DMS to display the document picker. Find and select the check box of each document that you want to add, and then click Continue.
   • To add documents stored in a document basket, click Add Basket to display the Available Baskets screen. Select the check box of each basket that you want to add documents from, and then click Return.
5. Optional: Deselect any renditions that you do not want to issue for a selected document.
   To remove a document and all renditions, click .
6. Click Next.
7. On 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 then 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 then click Add Group.
   • To add contacts that are directly linked to the project, click Add Entity Recipients, and then 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.
8. 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.
9. Click Next.
   Note: You are notified if there are any problems with issuing any of the selected documents. You can click Previous to go back and rectify the issues. Alternatively, you can choose to ignore them.
10. On 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 only you can view.
11. Click Finish.
    If document issues require approval, an approval request is sent to the nominated document approver(s). After the document issue has been approved, it can then be processed.

    If document issues do not require approval, a confirmation prompt displays, and you must choose one of the following options:

    • 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 Document Issue.