# Delivery Sheet

{% hint style="info" %}
In Rollouter, a Delivery Sheet is a digital document used to formalize and document the handover of IT assets (e.g., laptops, desktops, or other devices) to end users during a Rollout.

It ensures that all necessary information is captured, confirmed, and archived, making the handover process efficient, transparent, and legally compliant.
{% endhint %}

***

## Accessing & Completing Delivery Sheets

Delivery Sheets can be accessed and completed by `Service Desk+` using the `Delivery Sheet` button, which is located in the [Client Detail View](https://rollouter.gitbook.io/guide/rollout-managers/rollout-planning/client-assignment).

{% hint style="info" %}
On smaller screens, the button will disappear and become accessible through the 3-dot-menu at the top right.
{% endhint %}

<figure><img src="https://750384937-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIeSHc7pNZWey2rD63q9j%2Fuploads%2FUuJsgtWbTlx2brSaq6i3%2Fimage.png?alt=media&#x26;token=e7f16ad1-81bc-4b73-839c-fc392c01e423" alt=""><figcaption></figcaption></figure>

It is also possible to set up a [Checklist step](https://rollouter.gitbook.io/guide/rollout-managers/setup/checklists/creating-a-checklist#checklist-step-types) for finishing the Delivery Sheet. In that case, the `Delivery Sheet` button will show up in both the CDVs and the [Client Dashboards](https://rollouter.gitbook.io/guide/rollout-managers/rollout-view/client-dashboards) Checklist tab.

<figure><img src="https://750384937-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIeSHc7pNZWey2rD63q9j%2Fuploads%2F3YJmuVSZjHHZCg9Ki9np%2Fimage.png?alt=media&#x26;token=39fc667a-b190-47fa-8012-3a03072d92f6" alt=""><figcaption></figcaption></figure>

* In both cases, clicking the `Delivery Sheet` button will open up the Delivery Sheet modal.
* Depending on the Delivery Sheets status (i.e. Incomplete / Complete), layout and range of functions differ.
* Incomplete Delivery Sheets can easily be recognized by their <mark style="color:purple;">purple-colored</mark> `Delivery Sheet` button.

<figure><img src="https://750384937-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIeSHc7pNZWey2rD63q9j%2Fuploads%2F3OBhyAN9GWR1512dlEE9%2Fimage.png?alt=media&#x26;token=24a604a9-58e0-4707-b066-e664b1a7f832" alt=""><figcaption></figcaption></figure>

* On the other hand, the `Delivery Sheet` button in finished state is <mark style="color:green;">green</mark>.

<figure><img src="https://750384937-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIeSHc7pNZWey2rD63q9j%2Fuploads%2FnZG2pI96vRSBsx8OXrzS%2Fimage.png?alt=media&#x26;token=a6ee8219-abeb-4e43-8fa5-6a839e1079e5" alt=""><figcaption></figcaption></figure>

{% hint style="info" %}
On both incomplete and complete Delivery Sheets, empty values will be displayed by `---`.
{% endhint %}

### Incomplete Delivery Sheet

For an incomplete Delivery Sheet, all information of the CDV[^1] Fields Tab is being displayed.\
Furthermore, its possible to fill in the `Place` field with the location of the hand over.\
\
`Date` is `read-only` and will always display the current date & time.\
\
The `Signed by` field will be `read-only` and contain the Client User, in case one is assigned to the Client. If not, it will be empty and can be edited manually.

In the `Client Signature` field, the recipient can formally confirm the hand over by using the Technicians mobile device (e.g. Smartphone, Tablet, Notebook with Touchscreen).

<figure><img src="https://750384937-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIeSHc7pNZWey2rD63q9j%2Fuploads%2FGefNoC1XTiwB3AcyYAQy%2Fimage.png?alt=media&#x26;token=f0dd845e-dac7-488b-a44f-fa3913e20f53" alt=""><figcaption></figcaption></figure>

{% hint style="info" %}
The fields `Place`, `Client signature` and `Signed by` must  all contain a value for completing the delivery.
{% endhint %}

Its always possible to `Export` a incomplete Delivery Sheet, the exported document will display the current state of the CDV[^1] at the time of export.

### Complete Delivery Sheet

For a complete Delivery Sheet, only the fields `Delivered by`, `Signed by`, `Place`, `Date` and `Client signature` are shown.

<figure><img src="https://750384937-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIeSHc7pNZWey2rD63q9j%2Fuploads%2FApTrnXpmCYrz85Gjs7cG%2Fimage.png?alt=media&#x26;token=5fbddbe7-4962-4f47-93ac-3959982ae1f6" alt=""><figcaption></figcaption></figure>

The shown fields are all `read-only` and can no longer be edited, they will always display the values at the moment of the completed delivery.

The User can `Export` completed Delivery Sheet, the exported document will display the state of the CDV[^1] at the time of completion.

{% hint style="success" %}
Completed Delivery Sheets cannot be altered in any way and thus provide an exact depiction of the Client at the time of handover, including all Default- and Customfields.

The completion will also be recorded in the Client-, User- and Rollout-[History](https://rollouter.gitbook.io/guide/rollout-managers/working-with-clients/client-detail-view/history).
{% endhint %}

***

## Exporting Delivery Sheets

Delivery Sheets in both incomplete and complete state can be exported by Users `Service Desk+`.\
Clicking the `Export` button on the Delivery Sheet will open up a menu with two export-methods.

<figure><img src="https://750384937-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIeSHc7pNZWey2rD63q9j%2Fuploads%2F0FQSEWFgRZwzJHOkqExD%2Fimage.png?alt=media&#x26;token=34da307c-1e44-49e1-b51d-dcbfd2356b74" alt=""><figcaption></figcaption></figure>

### Send as Email

When selecting `Send as Email`, the corresponding modal enables the User to send the Delivery Sheet as PDF to the mail-address in the `Receiver Email` field.

<figure><img src="https://750384937-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIeSHc7pNZWey2rD63q9j%2Fuploads%2Fz90DvNzglfaS64wNghfd%2Fimage.png?alt=media&#x26;token=7fd8e089-6b57-4f38-83a9-aafd3ff8242d" alt=""><figcaption></figcaption></figure>

{% hint style="info" %}
If the Client has a Client User, the `Receiver Email` field will contain the Client Users mail by default.
{% endhint %}

### Print

When selecting `Print`, a new tab with a preview of the PDF will open, with a `Print` button in the upper-right corner.

<figure><img src="https://750384937-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIeSHc7pNZWey2rD63q9j%2Fuploads%2FmRMha8bJn92NFZjsnB6N%2Fimage.png?alt=media&#x26;token=74a6acee-1fc7-4c22-9b7f-a564c4d07148" alt=""><figcaption></figcaption></figure>

Clicking this button will open up the browsers print-screen, from where the User may save the Delivery Sheet as PDF or directly print it.

<figure><img src="https://750384937-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIeSHc7pNZWey2rD63q9j%2Fuploads%2FD5TKWoNCZEXpCSizY8PY%2Fimage.png?alt=media&#x26;token=c42fdc6e-c0b9-4a6c-a65c-4adde338f053" alt=""><figcaption></figcaption></figure>

***

## Advanced functionalities

Rollouter offers several advanced features in regard to its Delivery Sheets which are accessible only for Users `Rollout Manager+`.

The Delivery Sheet Overview poses the only exception, it can be utilized by Users `Service Desk+`.

### Hidden fields

[Custom Fields](https://rollouter.gitbook.io/guide/rollout-managers/setup/custom-fields/creating-a-custom-field#hiding-custom-fields-on-the-delivery-sheet) can be hidden on the Delivery Sheet by selecting `Hide on Delivery Sheet` upon creating / editing the Custom Field.

<figure><img src="https://750384937-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIeSHc7pNZWey2rD63q9j%2Fuploads%2FPPYGGfeNoL988MLsiq6X%2Fimage.png?alt=media&#x26;token=c021e8a0-50eb-49bb-ba2d-82c1970c32ba" alt=""><figcaption></figcaption></figure>

{% hint style="info" %}
This will only hide the Custom Field on the Delivery Sheet, the CDV[^1] is not affected.
{% endhint %}

### Deletion

Completed Delivery Sheets can be deleted by clicking the `Delete` button in the Delivery Sheet modal. This can only be done by users who are at least `Rollout Manager`.

After deletion, the Delivery Sheet will return to its incomplete state.

<figure><img src="https://750384937-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIeSHc7pNZWey2rD63q9j%2Fuploads%2FjRZnvDVlYiAbRqTu40Or%2Fimage.png?alt=media&#x26;token=2a72d78c-79ef-4f0d-9fa3-bd5b48f2a6c1" alt=""><figcaption></figcaption></figure>

{% hint style="info" %}
This action causes NO changes to any Custom Field values or the Clients Checklists.\
The deletion will be recorded in the Client-, User- and Rollout-History.
{% endhint %}

### Delivery Sheets Overview

In the Delivery Sheet Overview (`Inventory -> Delivery Sheets`) the current amount of `Signed` (complete) and `Unsigned` (incomplete) is displayed, both in total number and in relation.

From here, its possible to download all complete Delivery Sheets of a specific Inventory by selecting the `Download` button of the corresponding Inventory box.

If several Inventories exist, all complete Delivery Sheets across all Inventories can be downloaded at once by clicking the `Download all` button in the upper right corner.

<figure><img src="https://750384937-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIeSHc7pNZWey2rD63q9j%2Fuploads%2F30MpSUq6b39trq4J5Sjy%2Fimage.png?alt=media&#x26;token=eb643e05-519d-4e73-8586-987d1d18aae7" alt=""><figcaption></figcaption></figure>

In both cases, a ZIP folder containing all completed Delivery Sheets will be created & downloaded.\
For `Download all`, the folder willl contain sub-follders for each Inventory.

{% hint style="info" %}
Clicking either on the Signed / Unsigned fields or the corresponding area in the graphic, will forward the User to the Clients listing page with the appropriate [Client Filter](https://rollouter.gitbook.io/guide/rollout-managers/working-with-clients/finding-clients) set.
{% endhint %}

[^1]: Client Detail View
