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

There is only one permission required to access and manage emailed documents and non-compliances: 'Desktop:Show Sent Documents Menu Item'.

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 all contacts in the account alphabetically by first name
  • 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, of the item which was emailed
• Status- indicates whether the link is still 'Active', 'Disabled' or 'Expired'and no longer usable
  • There is a system preference which sets links to 'Disabled' after they are used once.
• 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
    • In fact, you can click anywhere in the row to open the record
    • (please see 'Editing Links' below, to learn about editing details, disabling a link, viewing downloads, and resending an email)
  • Clicking the Trash icon deletes the record completely, not just disables the link

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.

You can edit:

• the 'Expiry Date', even to dates in the past, which will automatically set the link as 'Expired', and
• 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 automatically resend an email with the current details

Set as Inactive/Active - this action changes the status of the link between 'Active' and 'Disabled'

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.