Tracking document deliveries

All document tracking services are available to all Alex users free of charge. You can use any or all of the services and you may change your document tracking options at any time.

For example, when you begin using Alex you may wish to receive delivery notifications so you can see that each document you send has been received. Later you might decide that you no longer require notification of every delivery (especially if you are sending a large number of documents) and so you would switch off the delivery notification option for some or all of your recipients. In this case you will still receive exception reports, at the frequency determined by you, so that you can be sure you'll know whenever a document is undelivered/unopended. What's more, the Alex Users website is always available for you to check the status of every document sent (for up to 4 months).

Tracking documents by using exception reports

Exception reports list undeliverable faxes and unopened emails sent during the selected period (daily, weekly or monthly). Exception reports are emailed automatically to all Alex users who want them, with new users automatically receiving a weekly exception report.

At the secure Alex Users website you can turn off exception reports so you no longer receive them, choose their frequency (daily, weekly or monthly) and choose whether to receive them even if there are no undeliverable/unopened documents to report.

To change your exception report options:

1. Sign in to the secure Alex Users website.
   
   • In the sign in area on the Alex homepage, type your registered email address and password. Forgot your password?
   • Choose Sign in.


2. Click on the Exception reports link in the left-hand menu.

   The browser will then display a form containing the options for exception reports.

   

3. Select your options.
4. Click Submit to save your options.

Tracking documents by using delivery notifications

When setting up document delivery details for each recipient, you can choose to receive a delivery notification — an email sent to your registered email address — each time a document is delivered (fax) or opened (email) by the customer or supplier.

To instruct Attaché Alex to send a delivery notification:

For Attaché system users: select the Delivery notification required checkbox when completing the Document Delivery Address Details dialog box for each recipient (in Tools | Company | AlexConnect | Customer (or Supplier or Employee) Delivery Address | File | Properties).

For Prophet Business Software users: select the Delivery notification checkbox when completing the Accounts Receivable or Accounts Payable masterfile for each recipient (in Accounts Receivable Customers or Accounts Payable Creditors | Documents).

If you decide to turn off the delivery notification option for a recipient, you will only receive email nofication of undelivered faxes sent to that recipient (an unopened email will not be reported, however, you can use the other tracking options for this purpose).

Tracking documents online at the Alex Users website

You can track every document sent (for the previous 4 months) at the secure Alex Users website. You can choose to view documents according to when they were sent, who they were addressed to, their document number and other criteria.

First, sign in to the secure Alex Users website:

1. Sign in to the secure Alex Users website.
   
   • In the sign in area on the Alex homepage, type your registered email address and password. Forgot your password?
   • Choose Sign in.

   Having signed in, the browser displays a form for you to select the criteria for the documents that you want to list:

2. Specify the criteria that you want to match.

   For example, you can choose a specific Recipient or Document Number to check on a particular document or choose the Status of Not opened by the recipient to list all unopened/undelivered documents for the time period you select.

3. Choose List Now.

   A list of documents that fit your selection criteria is displayed.