Issue Documents from the DLM

You can issue controlled documents from a project's DLM to distribute the latest versions to selected recipients. You can choose the renditions that you want to issue, and include any previous revisions.

To issue documents from the DLM:

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 DLM tab.
3. Select the check box of each placeholder that you want to issue documents from.
   If there are many document placeholders, use the search feature and filter options to narrow down the list.
4. Click Issue Documents.
5. To add additional documents to the document issue, do any of the following:
   • To add all documents from a selected basket, click Add Basket.
     Note: Documents in a basket do not have to be linked to the project.
   • To add documents from the DMS, click Add DMS.
6. Optional: Deselect any renditions that you do not want to issue for a selected document.
   To remove a document and all renditions, click .
7. Use the Reason list to select the reason for issuing each document.
   Tip: If the reason for issuing the documents is the same for all documents, you can select the reason from the list above the Reason column to apply the same reason to all documents.
8. Click Next.
9. 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.
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: 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.
12. 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.
13. 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.