Action documents in the document queue

An authority user can action only their own documents in the document queue. A system administrator can action everybody's documents.

1. Click the Letters menu, then click Document Queue.

   The Document Queue screen appears, showing an up-to-date list of the documents that you can action.

2. Optionally, filter the list to show only the documents you want:

   • Type all or part of the job reference and click Search.

   • Select the required document status.

   • Tick Show Errors Only? to show only those documents that have problems.

   • Use the Date Produced From: and To: fields to show only the documents produced between those dates.

   System administrators can also filter the list by the name of the user who requested the document (the requesting user).

   Click Reset to remove any filters.

3. Take appropriate actions to process the documents, depending on their status.

   What do the statuses mean?

   The following table lists the various document statuses.

   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

   Status	Meaning
   Requesting	The document is being added to the queue.
   Requested	The document is in the queue.
   Merging Document	The document is being produced.
   Awaiting Preview	The document has been produced and is now waiting to be previewed.
   Preview Approved	The document has been previewed.
   Awaiting Edit	The document has been produced and is now waiting to be edited.
   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.
   Checked Out	The document has been checked out of the NEC Document Management repository and downloaded for editing.
   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.
   Edit Complete	No further editing is required; the processing of the document can continue.
   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).
   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).
   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.
   Awaiting Send	The document is ready to be emailed, but has been purposely delayed.
   Print	The document has been sent to a central printer.
   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.
   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.
   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.
   Completed	The document has been printed, emailed or filed. The requesting user is notified accordingly.
   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.
   Removing	As requested, the document is being removed from the queue.
   Removed	The document has been removed from the queue.

   What do the buttons do?

   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.

   Actions on documents

   Action	What it does
   Retry	Forces ASSURE to re-process the document.
   Send Immediately	Emails the document immediately, if waiting to be sent.
   Remove	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	Downloads a PDF of the document to your device.
   Preview In Browser	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	Allows the processing of the document to continue after previewing.
   Print	Prints the selected document at the default local printer. If no default printer is defined, a standard Print dialog appears.
   Download	Checks out and downloads the document from the NEC Document Management repository.
   Edit in MS Word	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	Checks the document back in to the NEC Document Management repository, saving any changes that have been made.
   Undo Check Out	Checks the document back in to the NEC Document Management repository, discarding any changes that have been made.
   Edit Complete	Tells ASSURE that the document has been edited (or does not require editing) and that processing can continue.
   View	Finds the selected document within the NEC Document Management repository.
   Show	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	Moves the document to the top of the queue. This feature requires the System Administrator role.
   Approve	Approves the document.
   Reject	Rejects the document. When rejecting an authorisation, you must first type a reason in the Reject Reason box.
   Release	Releases the document so it can be emailed or printed.

The Document Queue screen refreshes automatically every few minutes. Depending on how ASSURE is configured, older Completed and Removed documents may be automatically filtered from the queue, but can be found by searching for the job reference.