In this article you will learn how to send a document for Acceptance on Fulcrum. This will cover two scenarios - uploading a new document (via Smart Upload) and sending it for Acceptance and attaching existing documents to a mail and sending them for Acceptance.
Features covered: Smart Upload for Documents, Sending a Mail, Attaching Existing Documents, Distribution Lists, Mail Signature
Upload Documents to Fulcrum
1. Navigate to "Smart Upload" from the Left Navigation Menu.
2. Drag and drop the documents you want to upload. With the help of Smart Upload, you can tag a group of documents with the same metadata at once, which makes uploading sets of documents easier. However, each document that is uploaded will have a unique Fulcrum-generated filename that makes it easy to track it.
3. Fill in the metadata required. Click Upload.
4. You can see the result of the upload and will have two options - either to send a New Mail or to start a New Upload. Starting a New Upload take you back to the first step of the Smart Upload where you can upload another set of documents.
Send Mail
1. Selecting "Send Mail" option creates a new mail which has the documents you've just uploaded as attachments.
2. Enter the subject of the mail. If you choose "Is Confidential" the mail will be available only to you and the recipients and others on the project cannot view it.
3. To select the recipients in "To" and "CC" you can make use of the Address Book or Distribution Lists.
Using the Address Book to Select Recipients
4. Click on the "Address Book" button next to the To field in the mail form.
5. A list of the people registered on your project in Fulcrum opens up. You can click on the names of the people you want to add to the mail either in the To or CC fields.
Using Distribution Lists
6. You can create or make use of existing distribution lists to email groups of people, such as "Approvers" or "Project ABC Members." If there is a selected group of people that certain mails always need to be sent to, you can make use of these distribution lists instead of selecting recipients one by one.
7. To use an existing distribution list, select the "Distribution List" button next to the To field. This opens up a dialog where you can choose from Personal (lists that only you can view) or Public distribution lists (lists that are available to the entire organisation.)
8. Choose a distribution list and click on the Select button. The recipients in the list get added to the mail.
9. You can create a new distribution list from either the Mail details form or using the "Manage Distribution Lists" button from the Items ribbon. Read about creating a distribution list here.
10. Once you select the recipients, select the Mail Type, Workflow Type, and for Response Required, choose "Accept."
Insert Signature
11. You can create a new signature by clicking on the Manage Signature button on the mail form.
12. This opens up a dialog box where you can enter or edit your signature and choose whether you want it to be included in all new mails and whether it needs to be included when you reply or forward a mail.
13. You can also manually insert your saved signature by clicking the Insert Signature button on the mail form.
Attach Existing Documents to this mail
14. You can also attach existing documents to this mail, apart from the documents that were attached from Smart Upload. Click on the Attach Documents button on the mail form.
15. This opens up a dialog where you can select the documents that were already uploaded to Fulcrum. Clicking the "Attach" button, attaches the selected files to the mail.
16. After typing the message and filling in all the required fields, you can Send the mail.
At the Recipient's End
1. When the recipients log into Fulcrum, they can see that they have a new mail which requires an action from them. They will also be notified via an e-mail.
2. When they open the mail, they can view the attachments, and see that they have an action to complete.
3. They can open the action and complete it, either by Accepting or Declining it. They can also add comments and upload documents against the action they are completing.
Viewing Reply
1. You will be notified via e-mail when the recipients complete their action. You can also view the mail directly from Fulcrum.
2. You can also view the "Status" of the mail from your Inbox. It will be "Accepted."
3. You can reply to or forward this mail.