Previewing and Publishing Online Documents

Previewing an online document is done when the document to be previewed has been edited and you want to confirm how it will look when sent to the customer, whereas publishing is done when the document is finished and ready to send to the customer.

Scroll down to the Group Items section (where you have already created the groups, read Grouping document lines).
Depending on the level of urgency and the nature of the job, add an Action Category to each group. You have the option of customising the action categories or using the pre-defined action categories.

Note
To ensure that action categories are displayed as a group online, each of them must have a Type.
To preview the online document, select Print/Send from the document menu bar, then Publish Online Document.
Select Internal Preview as the Mode. You can click OK because Internal Preview is always the default mode.
The document will be previewed without the option for the customer to authorise online. This option is primarily used to inform the customer about the work to be done.
To preview the document with the option for the customer to authorise online, select the With Authorisation slider on the Publish Online Document page, then click OK.
The document will be previewed with the option(s) for the customer to authorise the work online.
On the current document, you can edit the intro to be specific to the customer, but the intro text will revert to the default text when the document is published. Click on the Intro Text field from the Publish Online Document page to edit the intro text.

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How to Publish an Online Document

After you have finished preparing the document and are ready to send it to the customer, you can now publish it. To make the document available to the customer, follow these steps:

From the document menu bar, select Print/Send, and then Publish Online Document.
Select the Mode to be Publish to Customer and specify the method for sending the online document. It could be via SMS, email, or both.
You can also personalise the text used for the SMS, Email, or online document introduction, or use previously saved text messages. Click OK to send the online document to the customer without giving the customer the option to authorise the work to be done online.
If the contact information is new, you get an option to update the information.
The document will be published and sent to the customer for viewing, with the option Request a Call Back for any questions related to the document.
To publish the document with the option for the customer to authorise the work to be done online, select the With Authorisation slider on the Publish Online Document page. Click OK.
Scroll down to the Online Document FastTab to see what actions the customer takes from the sent online document. Here you can see how many edit versions of the document are available, when the published online document was opened, when it will expire, and so on.
When a customer takes action, the Online Document FastTab is updated after a while. The following is an example of when the customer approves the document.

Note

If the document is edited after it has been published, it must be republished. The previously sent document version is revoked and customer needs to use the latest online document link.

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Set the Online Document to Require Authorisation by Default

To always publish the document that require the customer authorisation for the work to be done:

In the top right corner, choose the icon, enter Online Document Setup, and select the related link.
Under the General FastTab, select the With Authorisation slider.