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Courier Transmission Report

The Courier transmission report is a list of all the transmissions that are pending, completed, overdue or expired in the system. It provides an audit trail that is maintained each time a Courier transmission is sent and Courier units are reserved or consumed. The report includes a number of items such the transmission name, the recipients of the transmission, the sender of the transmission, the documents involved, the date of transmission and when the transmission is due, and the number of Courier units granted and consumed.

Once the Courier transmission report has search results, the transmission details can be viewed. The Courier transmission detail contains a summary of the transmission, the documents, the recipients, a documents and recipients matrix, and the transmission log.

A sender of a transmission with a document publisher role or higher can access the Courier transmission report.

To view the Courier transmission report

  1. In the Administration Panel, go to Workflow management > Courier transmission report.
  2. Use the filter can be used to narrow down the results. Click the + or – to expand or collapse the filter as needed. See the following table for filter options.
Filter option Description

Status in the list

The current status of the transmission:

  • Approved
  • Viewed
  • Pending
  • Overdue
  • Cancel
  • Postponed
  • Not approved
  • Expired

Type

The type of transmission:

  • Approve
  • View

Transmitted date

The date the transmission was sent:

From <select date>

To <select date>

x days ago

Due date

The date the transmission is due:

From <select date>

To <select date>

x days from now

Completed date

The date the transmission was completed:

From <select date>

To <select date>

x days ago

Completed % range

The percentage of the transmission completed. Minimum value 0, maximum value 100.

Transmission name contains

Enter a full or partial name of the transmission.

Document name contains

Enter a full or partial name of the document sent in the transmission.

Sender

Select the sender of the transmission from the list.

Recipient email

The email address of the recipient of the transmission.

  1. Click Apply Filter to see the search results. Click Clear Filter to clear all of the filter settings.
  2. The search results are shown in a table below. See the following table for a description of the Courier transmission report columns.
Column Description

Transmission name

The name of the Courier template unless changed by the initiator.

Documents

The documents that are involved in the transmission. If there is more than one document, the number of documents transmitted is show and is hyperlinked to the Courier transmission details where the documents can be viewed in the Documents summary area.

Recipients

The name or email address of the recipient of the transmission. If there is more than one recipient, the number of recipients is shown and is hyperlinked to the Courier transmission details where the recipient names can be viewed in the Recipients summary area.

Transmitted

The date that the transmission was sent.

Due

The due date of the required action (view/approve).

Completed

The date or percentage (%) completed.

Status

Current status of the transmission:

  • Approved
  • Viewed
  • Pending
  • Overdue (yellow)
  • Cancel (red)
  • Postponed (yellow)
  • Not approved
  • Expired (yellow)

Sender

The initiator of the Courier transmission.

O/T granted

The number of Courier units held in reserve for the transmission.

O/T consumed

The number of Courier units that were consumed after the transmission is completed.

  1. To cancel a pending transmission, select the check box next to the transmission name and click Cancel transmission.
  2. To rename a pending transmission, select the check box next to the transmission name and click Rename. Note that the “Allow sender to define” check box must be enabled on the Courier template in order to modify a Courier transmission name. See the Creating Courier Templates for more information.
  3. To resend the notification emails to the recipients for a pending transmission, select the check box next to the transmission name and click Re-send pending. The notification emails are resent.
  4. To export the search results into a CSV file, click Export all as CSV.

To view the Courier transmission details

  1. From the Courier transmission report, click on a Transmission name in the search results.
  2. The Courier transmission detail is shown. See the following table for the transmission details descriptions.
Field Description

Transmission Summary

Name

Name of the transmission. This is the name of the Courier transmission template or if the transmission was renamed manually by the sender.

Status

Current status of the transmission:

  • Approved
  • Viewed
  • Pending
  • Overdue
  • Cancel
  • Postponed
  • Not approved
  • Expired

Transmitted

The date the transmission was sent.

Due

The date the transmission is due.

Expires

The date the transmission expires and is no longer accessible through the Courier portal. If no expiry date was set, this is blank.

Completed

The percentage of the transmission that is completed.

Sender

The sender of the transmission.

Type

The type of transmission:

  • Approve
  • View
Visibility

This field is available when a transmission has been viewed or approved:

  • Suspended - Document viewing access is removed in the portal. If an approved or viewed transmission expires, the visibility is suspended.
  • Enabled - Document viewing access is available in the portal.

Click Suspend viewing to remove document viewing access.

Click Enable viewing to restore document viewing access.

Documents

The number of documents sent in the transmission.

Recipients

The number of recipients the transmission was sent to.

Courier grants

The number of Courier units held in reserve for the transmission.

Courier consumed

The number of Courier units used upon completion of the transmission.

Transmission number

The unique identifier for the transmission.

Documents summary

Name

The name of the document.

FHID

The unique FileHold ID number.

Version

The version number of the document sent in the transmission.

Transmissions that have only view activities in the Courier template can be sent on older versions of a document. In this case, the version number is shown.

Transmissions that have approval activities in the Courier template can only be sent for the current version of a document. In this case, “Current (version number)” is shown.

Remaining events

The number of view or approval actions left on the documents.

Recipients summary

Name

The name of the recipient.

If the recipient is not registered and is considered a Courier user, the email address of the recipient is shown.

Type

Registered – The recipient is a registered user of FileHold or has an account in the Courier portal. An account in the Courier portal is created for a user if the user requires a password to approve a document. This is set on the Courier template.

Courier – The recipient is a Courier user of Courier and is not registered in the system.

Email

The email address of the recipient.

Remaining events

The number of view or approval actions left for the recipient.

Comment

Any comments entered by a recipient for an approval action.

Attachment

Any attachments added by the recipient for an approval action. Click the attachment name to download a copy.

Documents and recipients matrix

Document name

The name of the document.

Recipient name

The name of the recipient the document was sent to.

Transmission type

Type of transmission:

  • View
  • Approve

Status

The current status of the transmission:

  • Completed – The action has been completed.
  • Pending – The action has not yet been completed.
  • Voided – If a document was not approved or approval postponed then all other transmission types are voided.
  • Cancelled – The transmission was cancelled.
  • Expired – The transmission is expired.

Transmission log

Action

Displays what happened with the transmission:

  • Sent
  • Notify
  • Remind
  • Download
  • Approve
  • DoNotApprove
  • PostponeApproval

User

The name of the sender or recipient or was a system process that completed the action.

Recipient

The recipient of the action. May be blank if there is no recipient for the actions such as “Sent”.

Document

The FileHold ID of the documents sent in the transmission. May be blank if the document is not part of the action such as “Sent” or “Notify”.

Date/time

The date and time of the action.

IP address

The IP address of the recipient. May be blank for certain actions such as “Sent” or “Notify”.

Status

The status of the action such as “Success”. May be blank for certain actions such as “Sent”.

Details

Displays any details about the action such as comments or attachment name. May be blank.

  1. To resend any pending transmissions, click Resend pending notifications. The notification emails are resent to the recipients.
  2. To cancel a pending transmission, click Cancel transmission.
  3. To return to the Courier transmission report, click Return to the report.