Issue Documents from the DMS

You can issue project documents that are stored in the DMS to selected recipients. At least one rendition must exist for each document that you want to issue, and documents must be stored against document pools that are linked to the project.

You can also issue controlled documents from the DLM tab. For information, see Issue Documents from the DLM.

To issue documents from the DMS:

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 Document Issues tab.
3. Click to start the document issue wizard.
4. On the Select Documents step, do one or both of the following to add the documents that you want to issue:
   • To add documents linked to the project, click Add DMS. Use the document picker to find and select the documents that you want to add, and then click Continue.
   • To add all documents stored in a document basket, click Add Basket. On the Available Baskets window, select the check box of each basket that you want to issue documents for, and then click Return.
   You can deselect any renditions that you do not wish to issue for a selected document. To remove an entire document and all renditions, click .
5. Click Next.
6. 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.
7. For each recipient, 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.
8. 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.
9. On the Enter Notes step, modify the email subject and message, if required.
   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. You can also add notes that only you can view in the Private Notes field.
10. Do either of the following:
    • Click Finish to submit the issue for processing.

      If document issues require approval, designated approvers will receive a notification for review. Once approved, the issue will be available for processing. If you have permission to approve and process document issues, you will be prompted to either process it immediately, or save the issue for later.

    • Click Finish and Process Now to process the document issue. This option is only available if you are authorized to process document issues.