This release provides the ability to assign your client’s Personnel to specific Document Groups. This release is Phase 1 of the Expedient Report Distribution Project. Phase 2 will be released in November. The 2nd phase of the project will allow Expedient Users to quickly send documents to the correct contacts every time, with full tracking of the event and a quick link to store the document in a shared location.

For example, contact John Smith, who works in the Import Department of client DEMCON, is assigned to the Import Notifications Document Group. John Smith’s email address will automatically appear in the distribution list for the documents ‘FCL Delivery’ and ‘Return of Empty Container’, and all other Import Documentation sent to DEMCON. On sending the document the User who sent the document and the time the document was sent is automatically logged. At the same time as sending the document a copy can be automatically placed in a shared folder for access by the client online or in a privately shared document folder.

From this Wednesday we encourage Expedient Users to work through their Client Masterfiles and assign Personnel to Document Groups. This is preparatory work for the release of Phase 2 of the Report Distribution project.

The Document 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 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.

In the example below John Smith at client DEMCON is the Import Manager so he has been added to the Distribution Group ‘Import Notifications’. He also wants to receive notifications relating to Cartage so he has been added to the Cartage group.

Following the full release of the Expedient Software update John Smith’s email address will automatically appear when Import Notification documents and Cartage documents are generated for DEMCON.

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 ‘Import Notifications’ in the previous screen shot you will see a list of all the import documents John Smith could receive for the client DEMCON.

 

Double click on Cartage from the Personnel Screen and you will see the following list.

Click on to exit these screens.

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.