Email Distribution

DMS Standard Operating Procedure: Email Distribution 

10.6.2025

Department:

• Typeset

Purpose:

To establish guidelines for the use of the new emailing distribution system in the DMS. Previously, this was a lengthy process where the Typeset team had to go through multiple checkpoints before being able to access the (N:) drive. Now, the Typeset team has been given access to the (N:) drive, and this has been condensed to one step.

Definitions:

• DMS: Data Management System.

Procedures:

The Typeset team has been given access to (N:) drive. Job IDs in the DMS generate folders in the (N:) drive with the GoFiler and other pertinent information.  As work is completed, it is placed in the (N:) drive and used to send to clients.

• Log into DMS and select the Job you will be working on.
• Click the Correspondence button in the Job.
• Click “Reply all.”
• Attach the file and send.

If additional support is needed:

The Typeset team should upload the files to the (N:) drive with a note in the “Typeset DISTRO GROUP” on Teams that reads “PLEASE DISTRO.”  

Additional notes:

• If the US Typeset team requests to be the ones to distribute an email, add the files to the (N:) drive and alert them that is it ready for distribution. Bannerless proofs, E-finals, and Press finals are always placed in the (N:) drive for review of the US team.
• When a client sends an email, they may accidentally send with a broken email address attached. DMS will let you know there is a broken email address, but you have to manually find address and remove it.
• Ensure the subject line is clear of extra text (ex: RE: RE: RE:).  
• Change the draft number in the subject line before sending the proof to the client.