IMPORTANT: once a document is "Disclosed" it cannot have its status changed back to any other (as this version is deemed to have been locked and disclosed to 3rd parties).
Should you need to perform further modifications on a document this is "Disclosed" it will need to be "Cloned" and the modifications performed on the new version of the document. "Disclosed" documents can however still be deleted if required.
Setting Documents as "Disclosed"
When sending Documentation to a 3rd party contact, either via email using Email Doc or the iSecureLink Secure Transfer feature, you have the ability to select to set a Disclosed status on the document.
When sending documents via email using Email Doc, the documents in the email can be set to "Disclosed" by enabling the checkbox for Set emailed document(s) as "Disclosed":
When sending documents via the new iSecureLink Secure Transfer, the documents in the transfer can be set to "Disclosed" by enabling the checkbox for Mark all documents as "Disclosed" in stage 3 of the transfer wizard:
A when enabling this setting, upon sending the email or transfer, the document will have it's status set to "Disclosed" (Green circle with a padlock icon), and the current date will be set as the "Disclosed Date" in the documentation table:
IMPORTANT: if a document being included in the email or transfer has already been "Disclosed", the date will not change and the date of first disclosure will be maintained.
Just as with an "Approved" document, the content of a "Disclosed" document cannot be modified and instead a read only PDF version will be provided (for Word files), when using Open Doc.
PLEASE NOTE: setting documents as "Disclosed" is only currently able to be performed when sending documentation via Email Doc or the iSecureLink Secure Transfer. In a future release we will be adding the ability to also set documents as "Disclosed" manually outside of these features.
Document Disclosure User Permissions
The ability to select to "Disclose" documentation is controlled by a User Modify Permission called "Can approve documents":
If this permission is "Enabled" then a user will be able to select to set documents as disclosed when emailing or transferring.
If this permission is "Disabled" then a user will not be able to select to set documents as disclosed when emailing or transferring.