This release provides an update to the Print Screen providing prepopulated subjects for emails and distribution groups for Import, Customs and Cartage Documentation. This release is Phase 4 of our Report Distribution Project in Expedient Software. Details of later phases are discussed at the end of this document. The Print Menu now shows the following feature for Import, Customs and Cartage Documents.
See our Demonstration Video on YouTube.
The short demonstration video shows how to use the print, email, preview, attachment and auto save functions now available for Import, Customs and Cartage Documentation and soon to be available for all documentation sent to external contacts in the coming weeks.
We encourage Expedient Users to work through their Client Masterfiles and assign Personnel to Document Distribution Groups.
The Document Distribution Groups are:
- Accounts Receivable
- Cartage
- Customer Invoice
- Customer Statement
- Customs
- Export Agent
- Export Notifications
- Import Notifications
- Quotes
- Rates
- Shipping Line
How to assign Personnel to Document Distribution Groups
Open the Personnel screen using the 
toolbar button from Administration>Customer Masterfile screen or use the new link from the Administration folder
The Personnel screen displays the new Document Distribution Groups section.
Select 
to add and update the details in the Distribution Group
Click in an empty row in the Document Distribution Group table to view the list of available groups. Select a specific Document Group or select ‘All Documents’ if you want the contact’s email address added to the distribution list for every document intended for this client.
Please note if you select ‘All Documents’ you are not able to select another Document Group in the next row of the table.
Click in empty rows in the table to add more Document Distribution Groups.
In the example above Lisa Williams is in the Import Customer Services team at DEMCON so she has been added to the Distribution Group ‘Import Notifications’. She also wants to receive Customs Documentation so she has been added to the Customs Document Distribution Group.
Which documents belong in each Document Group?
To view the list of documents that belong to the Document Group double click on the row in the Distribution Group table in the Personnel screen.
For example, if you click on ‘Customs’ in the previous screen shot you will see a list of all the Customs documents Lisa Williams could receive for the client DEMCON.
Click on 
to exit this screen.
The same screen can be accessed from Administration>Company Details Menu>Document Distribution Groups
This screen can be used to view all the documents belonging to a Document Group and to look up which group a specific document belongs to.
Use the Find option to search on a Distribution Group
Then search for the document in the Document Name list.
The screen will advise the Distribution Group the document belongs to.
Later Phases
Phase 5 will provide auto-population of contacts and subject lines for Accounting and all other externally sent documents. This is the final phase of the Report Distribution Project.