© 2012 Bentley Systems, Incorporated Distribution and Transmittals in eB Assetwise Training Series

© 2012 Bentley Systems, Incorporated 2 | Document Distribution –An eB function that distributes documents to identified people and keeps records of who has what and for how long. Distribution Order –An electronic record of a batch of documents to be distributed, the people who will receive them, and the status of those deliveries. Transmittal –A record of the delivery of one or more documents to a single person. eB Distribution Terminology

© 2012 Bentley Systems, Incorporated 3 | Keeps track of documents circulating within the organization or out to other organizations Handles paper and electronic files Works with eB internal users and external users Uses Distribution Orders and Transmittals to manage distribution Tracks who has copies & for how long Notifies holders when documents are revised eB Document Distribution

© 2012 Bentley Systems, Incorporated 4 | Three major parts to distribution –Distribution Orders—requests for electronic or paper copies –Transmittals—filling the requests –Copy disposition—return or destruction of distributed copies Distribution Orders and Transmittals

© 2012 Bentley Systems, Incorporated 5 | Distribution and Transmittal process Create Distribution Order Add Distribution Items Approve Distribution Order Print cover sheets Commit Distribution Items via Transmittal Cancel Distribution Order Distribute copies Acknowledge receipt Recall Distribution Order Receive returned copies Orders Transmittals Disposition

© 2012 Bentley Systems, Incorporated 6 | Document Controller—the gatekeeper for distributing documents & creating transmittals Distribution Order may originate from Document Controller or as a request from an eB user Transmittals may need to be sent to “internal” users with access to eB Transmittals may need to be sent to “external” users with no access to eB Transmittals include paper and electronic files Distribution participants and scenarios

© 2012 Bentley Systems, Incorporated 7 | A reusable list of persons & addresses Simplifies repetitive distributions to same audience Includes preferred address and media type Stand-alone or linked to documents Distribution Lists

© 2012 Bentley Systems, Incorporated 8 | Creating Distribution Lists

© 2012 Bentley Systems, Incorporated 9 | Creating Distribution Lists (cont)

© 2012 Bentley Systems, Incorporated 10 | Distribution Wizard acts on Documents & Persons in Basket Creating Distribution Order via Basket Launches Distribution Wizard Basket Actions

© 2012 Bentley Systems, Incorporated 11 | Adjust Persons on Distribution Order

© 2012 Bentley Systems, Incorporated 12 | Set Distribution Order Options Track documents by project Allow changes before committing

© 2012 Bentley Systems, Incorporated 13 | Distribution Order

© 2012 Bentley Systems, Incorporated 14 | Distribution Item Status PendingAdded to the order, but no action taken yet Copy Creation Required Assigned to a person, but no eB Copy object is available Allocation PendingeB Copy available, not assigned to a person AllocatedAn eB Copy is assigned to the person IssuedThe item has been committed, the issue date is fixed, and the person is a “holder” ReturnedThe eB copy is freed for subsequent distribution, and the person is no longer a holder Lost or DestroyedThe eB copy is marked as destroyed, and the person is no longer a holder

© 2012 Bentley Systems, Incorporated 15 | Distribution Items are one per person per document Transmittals are one per person (multiple documents) Distribution Items and Transmittals Transmittals remain pending until committed

© 2012 Bentley Systems, Incorporated 16 | Sample Transmittal Document copies to be transmitted to this person Commit Issue to lock down transmittal

© 2012 Bentley Systems, Incorporated 17 | eB creates Copy objects for each transmittal in the distribution Copies are reserved for each person Copy Creation for Transmittals Copy objects are created and assigned to each person in the distribution

© 2012 Bentley Systems, Incorporated 18 | Documents list Holders, People list Documents Held Document Holders

© 2012 Bentley Systems, Incorporated 19 | Goal Create a Distribution Order using the wizard in eB Web Exercise: Create a Distribution Order

© 2012 Bentley Systems, Incorporated 20 | Distributing electronic files internally eB Users

© 2012 Bentley Systems, Incorporated 21 | Internal users have access to eB No need to export files—eB is the repository eB can just send a link to people Internal Distribution of Electronic files

© 2012 Bentley Systems, Incorporated 22 | ing transmittals Sends with link to transmittal

© 2012 Bentley Systems, Incorporated 23 | Distributing electronic files externally

© 2012 Bentley Systems, Incorporated 24 | Must support large files, many files attachments usually are not sufficient Specify export location for files Recipients are given access to exported files External Distribution of Electronic files

© 2012 Bentley Systems, Incorporated 25 | Specifying Export Location for files Preferences for Export / Import Share location for client machines Export location for app server

© 2012 Bentley Systems, Incorporated 26 | Exporting files

© 2012 Bentley Systems, Incorporated 27 | Distributing Paper files

© 2012 Bentley Systems, Incorporated 28 | Process is similar for internal and external people Electronic and non-electronic files may need to be delivered as paper Non-electronic files need to be copied Electronic files can be printed Paper Distribution

© 2012 Bentley Systems, Incorporated 29 | Sample Printed Transmittal

© 2012 Bentley Systems, Incorporated 30 | Goal Distribute electronic or paper copies and transmittals Group Exercise: Distributing copies

© 2012 Bentley Systems, Incorporated 31 | Receiving and Returning copies

© 2012 Bentley Systems, Incorporated 32 | A receipt is confirmation that the person got the copy Use the action Acknowledge Receipts on the Transmittal Receipt records the date of the receipt Receipt can be from return of cover sheet or other means Acknowledging Copy Receipt Records the date of the receipt

© 2012 Bentley Systems, Incorporated 33 | Copies can be returned or destroyed when the person has finished with them Copies can also be changed to a new holder Returning Copies Change copy to new person Return or destroy

© 2012 Bentley Systems, Incorporated 34 | Specify a location when returning a copy Specifying a Return Location

© 2012 Bentley Systems, Incorporated 35 | Goal Mark copies as received and then returned Exercise: Recording Returned Copies

© 2012 Bentley Systems, Incorporated 36 | The stages of the request and fulfillment process What a distribution list is used for The purpose of a distribution order How to create a distribution order with the wizard How to distribute copies and transmittals How to view copy holders How to acknowledge receipt of copies What are the disposition options when users are finished with copies What We’ve Covered