Summary of document queue statuses and button actions

The Letters > Document Queue screen shows an up-to-date list of the documents that you have requested. System administrators can also see everybody else's documents.

Document queue statuses

The following table lists the various document statuses, and the actions allowed for each status. Note that Edit in MS Word, Download, Check In, Undo Check Out, View and Show apply only to documents that are stored in the NEC Document Management repository.

If a document is emailed, and the email has attachments (other than the document itself) you can view these by expanding the ▼ control in the Job Type column and choosing one of the files from the list.

Document statuses and allowable actions
Status	Meaning	Allowed actions
Requesting	The document is being added to the queue.	Remove
Requested	The document is in the queue.	Remove Prioritise
Merging Document	The document is being produced.	Remove
Awaiting Preview	The document has been produced and is now waiting to be previewed.	Remove Download Preview Preview In Browser Preview Complete View Show
Preview Approved	The document has been previewed.	Remove
Awaiting Edit	The document has been produced and is now waiting to be edited.	Remove Download Edit in MS Word Edit Complete View Show Reject
Awaiting Auto Edit	The document has been produced and automatically opened for editing in either the online Document Editor or Microsoft Word. The Document Editor will always be used if your authority is using the NEC Communications Suite.	Remove Download Edit in MS Word Edit Complete View Show
Checked Out	The document has been checked out of the NEC Document Management repository and downloaded for editing.	Remove Undo Check Out Check In View Show
Edited	The document has been checked back in to the NEC Document Management repository after editing. You may decide to edit it some more or confirm that editing is complete.	Remove Preview Preview In Browser Download Edit in MS Word Edit Complete View Show
Edit Complete	No further editing is required; the processing of the document can continue.	Remove View Show
Awaiting Authorisation	The document has been produced and is now waiting to be authorised. Authorising users are notified accordingly, and may be able to edit the document (if the template allows).	Remove Preview Preview In Browser Download Edit in MS Word Edit Complete Approve View Show Reject
Authorisation Approved	The document has been approved as authorised.
Authorisation Rejected	The document has been rejected as unauthorised. The requesting user is notified accordingly, and may be able to edit the document (if the template allows).	Remove Preview Preview In Browser Download Edit in MS Word Edit Complete View Show
Ready For Output	The document is ready to be printed, emailed or filed.
Awaiting Release	The document is ready to be emailed or printed, but is waiting for a user to manually release it.	Remove View Show Prioritise Release
Awaiting Send	The document is ready to be emailed, but has been purposely delayed.	Send Immediately Prioritise
Print	The document has been sent to a central printer.	Remove View Show
Print Local	The document has been produced and is now held in the document queue while waiting for a user to release it to a local printer. Click Print to print the document at the default local printer.	Remove Print View Show
Print Local Auto	The document has been produced and is now held by the NEC DM Enterprise Desktop Integration (EDI) application while waiting for a user to release it to a local printer.
Emailing	The document has been sent to the mail server.	Remove
Saving To File	The document is being filed; that is, saved as a PDF.
Checking	The document has been printed, emailed or filed, and the application is being updated accordingly.	Remove View Show
Completed	The document has been printed, emailed or filed. The requesting user is notified accordingly.	View Show
Invalid Output Option	Something has gone wrong during the final stages of printing, emailing or filing.
Error (DP)	A persistent or intractable error is preventing the document being produced or distributed. The requesting user is notified accordingly. You can click the status to view an error message.	Retry Remove
Removing	As requested, the document is being removed from the queue.
Removed	The document has been removed from the queue.

Button actions

When you select a document in the queue, by ticking the checkbox at the start of its row, ASSURE stops processing the document and one or more buttons become available, depending on the document's status.

The following table describes the action of each button, and shows in which document statuses it is applicable.

Actions on documents
Action	Document status	What it does
Retry	Error (DP)	Forces ASSURE to re-process the document.
Send Immediately	Awaiting Send	Emails the document immediately, if waiting to be sent.
Remove	Requesting Requested Merging Document Awaiting Authorisation Authorisation Rejected Awaiting Preview Preview Approved Awaiting Edit Awaiting Auto Edit Checked Out Edited Edit Complete Print Local Emailing Print Checking Completed Error (DP)	Removes one or more selected documents from the queue. You are prompted to provide a reason for the removal, but this is optional. The document is still listed but no further processing is possible. If the document is already stored in the NEC Document Management repository, you are reminded that removing it will also delete it from the repository.
Preview	Awaiting Authorisation Authorisation Rejected Awaiting Preview Edited	Downloads a PDF of the document to your device.
Preview In Browser	Awaiting Authorisation Authorisation Rejected Awaiting Preview Edited	Opens a PDF of the document in the online Document Editor (and also downloads it to your device). This button is available only with the NEC Communications Suite.
Preview Complete	Awaiting Preview	Allows the processing of the document to continue after previewing.
Print	Print Local	Prints the selected document at the default local printer. If no default printer is defined, a standard Print dialog appears.
Download	Awaiting Edit Awaiting Auto Edit Awaiting Authorisation Authorisation Rejected Awaiting Preview	Checks out and downloads the document from the NEC Document Management repository.
Edit in MS Word	Awaiting Edit Awaiting Auto Edit Awaiting Authorisation Authorisation Rejected Awaiting Preview	Checks out and downloads the document from the NEC Document Management repository, and opens it in Microsoft Word if NEC DM Enterprise Desktop Integration (EDI) is installed.
Check In	Checked Out	Checks the document back in to the NEC Document Management repository, saving any changes that have been made.
Undo Check Out	Checked Out	Checks the document back in to the NEC Document Management repository, discarding any changes that have been made.
Edit Complete	Edited Awaiting Auto Edit Awaiting Authorisation Authorisation Rejected	Tells ASSURE that the document has been edited (or does not require editing) and that processing can continue.
View	Authorisation Rejected Awaiting Edit Awaiting Auto Edit Checked Out Edited Edit Complete Print Local Print Checking Completed	Finds the selected document within the NEC Document Management repository.
Show	Authorisation Rejected Awaiting Edit Awaiting Auto Edit Checked Out Edited Edit Complete Print Local Print Checking Completed	Finds the selected document within the NEC Document Management repository, and any other related documents (for example, those relating to the same application or licence).
Prioritise	Requested Awaiting Send	Moves the document to the top of the queue. This feature requires the System Administrator role.
Approve	Awaiting Authorisation Awaiting Edit Edited	Approves the document.
Reject	Awaiting Authorisation Awaiting Edit Edited	Rejects the document. When rejecting an authorisation, you must first type a reason in the Reject Reason box.
Release	Awaiting Release	Releases the document so it can be emailed or printed.