Important:
Only those features that you have been granted access to will display.
For access to additional features contact your system administrator.
To preview how your document will be sent and confirm that your IDs have been appropriately captured on each page, click Preview Portions.
On the preview page, you will see a Summary section.
Within this section, the PDF Processing Status will show you the PDF being processed for your preview. This will be updated in real time as each portion of your document is processed.
Once the process has completed, you will either see an error message indicating an issue with your PDF file or you will see that the process is Complete and ready to deliver portions to contacts.
You will also see the following:
· Deliverable Portions: The number of distinct portions that had been found in the file that fit the criteria to be sent.
· Pages Per Portion
· Portion Sizes: The range of sizes of the files that will be emailed from smallest to largest.
In the Portions box, choose Deliverable Portions to see the portions that can be sent.
The following information will be displayed for each deliverable portion:
· Identifier Text: The text identifier being used. This will usually be Unique ID.
· First Name: The first name of the student.
· Last Name: The last name of the student.
· Destinations: Destinations associated with the portion.
· Page: The page of the PDF file where the portion is found.
· Page Count: The number of pages in the portion
· Size: The size of the portion being sent.
To download an individual portion, click the ID under the Identifier Text.
If any of the deliverable portions have a possible issue, a message will be displayed telling you to See warnings. Portions with a warning will still be delivered but we recommend reviewing and resolving the warning.
If you click on the Warnings button, you will see any portions that had an error as well as an explanation of the error.
If you click on the Ignore Portions button, you will see any portions that have been ignored and why they were ignored.
If you wish to resolve any of the warnings or include any of the ignored portions, you will need to edit and re-upload your PDF file.
Once you are happy with your file, click Send Email.
This will take you to the Send Email page. For more information, see the Deliver Your Document section.
To send your document to recipients you can either click Send Email from the Preview Portions page for your desired document, or you can click Send Email directly from the My Documents section of the SDD tab.
It is recommended to go through Preview Portions so you can ensure there are no issues with your file prior to delivery.
Once you click Send Email from either page, you will be brought to the Send Email page.
At the top of the page, you will see a Portion Summary of the information that will be sent. This includes the following:
· PDF Filename
· PDF Processing Status
· Deliverable Portions
· Number of Contacts with Emails
In the Broadcast Settings section type in a name for the broadcast in the Broadcast Name field.
Select a Broadcast Type.
If Guardian Data Model is being used, you can select the target recipients just like in a list in the Target Recipients section. Note – if you do not see this header, you can ignore this step.
In the Schedule section, choose the Date of the delivery broadcast, the Start Time (earliest start time of the broadcast) and End Time (latest time the broadcast will run).
In the Secure Documents section, you can use the Require Password drop-down menu to select a field that can be used as a password if you wish to require recipients to enter a password when viewing the document. If you do not wish to apply a password (not recommended), leave it set to No Password.
In the Email Details section, do the following:
· Type in a name that you wish to appear in the From field of the emails in the From Name field.
· Type in an email address that you wish to appear in the From field of the emails, in the From Email field.
· If you wish to set a reply email address that differs from the sender email address, fill it in to the Reply to Email field.
· Type in a subject for the email in the Subject field.
· If necessary, modify the text in the Message window. This is the message that the recipients will receive in the main body of the email.
If you have any warnings on your document, you will find a link that leads you back to the Warnings section of the portion previews.
Once your messages are ready to be delivered, click Proceed to Confirmation.
A summary of your review will be displayed.
Review the broadcast details and click Submit.
Your document will begin its delivery immediately. Recipients will receive an email containing a link and a brief message instructing them to follow the link to download their PDF report. If the report requires a password, then recipients will need to enter the password to download their file.
At this point, the document delivery becomes like other email Broadcasts and you can view the delivery results by creating an Email Log report.
Once you have finished successfully delivering a secure document, we recommend that you delete the original document in Communicate after backing it up locally. This is because keeping sent documents clutters up the screen and increases the chances that you may end up delivering the document again by mistake. If you do decide to delete the secure document, then you should keep a local copy of the PDF that you sent out in case you later need to look at the document you have already sent.
Keep in mind that if you delete the secure document you will still be able to view the report for the email broadcast. If you decide not to follow our advice and not delete the secure document, then please be careful not to deliver the same document again by mistake in the future.
Follow the steps below to delete documents that you have already sent.
Find the document you wish to delete from the list in the My Documents window under the Broadcasts tab -> SDD sub-tab. Make sure this is a document that you have already sent.
Click the Delete link.
When the system prompts you and asks if you are sure you want to delete the item, click the OK button to proceed.
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