Sent Documents

The 'Administration > Sent Documents > List Document Downloads' tab collects records of all documents or non-compliances sent to a Contact or Distribution List through a system email.  This includes links to documents included in authorisation requests.

For information about emailing controlled documents, please follow this link: Email Documents to Contacts.

TABLE OF CONTENTS

• Permissions
• The List Document Downloads tab
  • Searching Sent Links
• Editing Links
  • General Tab
  • Log Tab

Permissions

Three role-based permissions are involved in accessing and managing emailed documents and non-compliances:

• 'Desktop:Show Sent Documents Menu Item' - controls only whether the Administration > Sent Documents menu item appears
• 'Records:View Mailed Documents' - required to open the List Document Downloads tab, and to open any individual record
• 'Records:Delete Mailed Documents' - required for the Trash icon to be shown, and to delete a record

A user granted only 'Desktop:Show Sent Documents Menu Item' will see the menu item, but will be shown an access denied message when they click it.

Note: these are role-based permissions.  The built-in admin login and users flagged as Site Administrators are not restricted by any of the three.

The List Document Downloads tab

Searching Sent Links

Emailed Documents and Non-compliances can be searched in this tab.

The following search filters are provided:

• Search - A free text field where document and non-compliance indices or titles can be entered, even partially
• Item Type - A dropdown menu with two options: 'Non Compliance' or 'Controlled Document'
• Sent To - A dropdown menu which lists the account's active contacts, alphabetically by first name and then last name.  Deactivated contacts are not listed, and neither is the account's own 'Account'contact, so a link sent to a contact who has since been deactivated cannot be found using this filter
  • start typing the first name to jump to that section of the list
• Sent After - A pop-up calendar where the start date of a search range can be entered
• Sent Before - A pop-up calendar where the end date of a search range can be entered

The list of results includes the following information and actions:

• Contact - the person who was sent the link by a system email
• Item- the Index, Title, and for documents, the Version and current state, of the item which was emailed
  • If the document or non-compliance itself has since been deleted, the cell shows 'Unknown Object'
• Status- indicates whether the link is still 'Active', 'Disabled' or 'Expired'and no longer usable
  • The system preference 'Disable emailed documents upon download' sets a link to 'Disabled' as soon as it has been used once.  It is found in the Miscellaneous Settings group under Administration > Settings, and is switched off by default.
• Date Sent - full date, down to the minute when it was emailed
• Downloads - the number of times the link has been used to download the item
• Expiry Date - if no expiry was specified, the field will display 'Not Set'
• Actions- 
  • Clicking the Magnifying Glass icon opens the record to edit or just inspect the information
    • You can also click most of the rest of the row to open the record, with two exceptions:
      • clicks in the Actions column itself do not open the record - use the icons in that column instead
      • clicking the Item cell opens the underlying controlled document or non-compliance, rather than the sent link record
    • (please see 'Editing Links' below, to learn about editing details, disabling a link, viewing downloads, and resending an email)
  • Clicking the Trash icon removes the record from this list, rather than just disabling the link.  The record is retained in the database as a deleted record, so it is not erased completely
    • The Trash icon is only shown to users with 'Records:Delete Mailed Documents'

Editing Links

General Tab

When you open a record, it defaults to the 'General' tab, which displays fields containing details of the link, some of which are editable.  The 'Contact', 'Sent Date' and 'Download Link' fields are read-only.  'Download Link' is worth knowing about: it shows the actual download address that was emailed, so you can copy it and pass it on yourself instead of resending the email.

The tab opens read-only.  To change one of the editable fields, click the pencil icon beside it, enter the new value, and click Save.  Cancel discards the change and returns the field to read-only.

You can edit:

• the 'Expiry Date', even to dates in the past, which will automatically set the link as 'Expired', and
  • a link is treated as expired only from the day after its expiry date, so an expiry date of today still shows as 'Active'
• the 'Comments/Details', for example if you want to resend the email or add information about changing the status of the link.

There are also two actions available:

Resend Email - triggering this action by clicking 'Go' will resend an email with the current details.  It runs immediately, with no confirmation prompt.

• The email reuses the existing link, so the download address does not change and the Downloads count is not reset
• If the contact has no email address recorded against them, nothing is sent - but the message 'Document Download Link delivered to <name>' is still displayed. Check that the contact has an email address before relying on this action

Set as Inactive/Active - this action changes the status of the link between 'Active' and 'Disabled'.  It also runs immediately, with no confirmation prompt.

Log Tab

The Log tab lists all the instances when the link was downloaded.  It provides the date and the IP Address where it was used.