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2. On the right of the Select Addressee window there is a Distribution List drop down menu. Click on this and select the Create a Distribution List option. This will bring up the Create Distribution Rule window.
3. You are now able to enter all the required parameters for your distribution rule.
Name - type a name for your distribution rule. It should be a short descriptive code. For example TX2MGT.
Title - type a meaningful title. It should describe the list. For example Transmittal to Management
Type - Rule or List.
Owner - who is the owner.
Applicability - this is set to you only.
Apply to All Doctype - if you want this rule/list to apply to all documents tick the box. Otherwise, you can select which forms you want this rule/list to apply to.
Scope - When do you want this rule to apply. The options are Document creation and replies, Document creation only, or Document replies only.
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Address Book.
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Or go to Configure → Form Types → Edit Distribution Rules
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2. Click on the Distribution Lists drop down menu. Choose what you would like to create.
3. Fill in the required information.
| Name | Enter the name of distribution rule. | ||
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| Description | Enter the description of distribution rule. | ||
| Owner | Who can edit the distribution rule. | ||
| Applicability | Select who this rule applies to. That is, who can see and use this distribution rule. | ||
| Show Exclusions | Toggle on Show Exclusions to see or add users / groups / companies etc that are excluded. | ||
| Apply to All Doc Types | Toggle on if you want this distribution rule to apply to all documents. | ||
| Form Type | Choose the form types this rule will apply to. When creating a Distribution List that you want to apply to documents being distributed in the publication you need to select the TX form in the Form Type. This will enable the Distribution List to appear in the Distribution drop down.
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| Scope | Select when this rule or list is to be applied. The options are:
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4. Now select who the users are that will be addressed on this distribution rule/list.
Exclude - tick this box if you want to exclude this user from the rule.
User ID - choose the user you want to action.
Enumerate - if you have addressed a group, role or company tick this if you want to list each user rather than just the group, role or company name.
Preferred - show this user in the preferred list.
Selected - this user will appear in the address of the new form.
Forced - this user will be unable to be removed from the new form addressing.
Silent - this user will not receive a notification however can access the form at anytime.
Remove - Remove this user from the distribution rule/list.
Clicking on these arrows will move users up or down on the list of addressees.
5. Click Save.
6. You can access the configuration of the distribution rule through the Select Addressee window.
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| Action | Enter names of people (see below). |
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| Info | Enter names of people (see below). |
| Exclude | Tick the checkbox "Exclude" to ensure that on Creation and Replies the user is not available in the address book. |
When you select a user to either Action or Info on your document, you must tick a checkbox. Options are:
- Enumerate - the item is expanded from a single "Group" entry into a list of the individual users in that group. This parameter is ignored if the code is 'PRIVATE' or an individual user.
- Preferred - the item is listed in a "preferred" section at the top of the address-book.
- Selected - addressees are pre-selected.
- Forced - addressees are pre-selected and may not be removed.
- Silent - addressees will not get an item on their ToDo notifications list. This might be used in CCs to ensure someone has access to documents, but they do not want a ToDo Notification every time those documents are created or edited.
6. Click Save.
History Log for Distribution Rules / Lists
Changes to the distribution rules and lists (adding, deleting, editing) are logged and can be viewed via the history button.
To Edit a Distribution List
1. Click on the Project Tools icon and then Contact Details
2. Scroll down to just below the notifications section and click on Edit Distribution Rules.
3. A window will display all rules, lists and classic workflows that are accessible or editable by you.
4. Click on Distribution Lists and then Edit.
5. Edit the Distribution List as required and click on save.
Alternatively you can edit Distribution list by : Configure → Expand Form Type → Distribution Rules → Distribution list → click Edit on one of the lists.
You may also clear the first row of Distribution Rules/Lists by clicking 'X' icon to clear the first row of a distribution rule or list
Change Distribution List Applicability (even if you are not a Project Administrator)
From this release users who are not Project Administrators will be able to change the applicability of Distribution rules when they are creating them.
To Use a Distribution List
If a Distribution List is set up on a form to which you have access, you can select it from the Distribution List drop down.
When selected the users on this list will be addressed on your form.
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If a Distribution Rule is set up on a form to which you have access, as soon as you create a new form the users on the rule will be automatically addressed.
If a user is forced you cannot remove them
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To Edit a Distribution List
1. Click on the Project Tools icon and then Contact Details
2. Scroll down to just below the notifications section and click on Edit Distribution Rules.
3. A window will display all rules, lists and workflows that are accessible or editable by you.
Click on Distribution Lists and then Edit.
4. Edit the Distribution List as required and click on save.
Report on Distribution Rules, Lists & Groups
A report can be run against Rules, Lists and Groups to report on all the settings within each of those elements
For Rules and Lists, a row per user will be added based on who has been added to Action or Info , along with the settings configured for each of those users.
Here is a sample of that report
History Logs for Changes Made
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. You will not be able to click on them.
Distribution Rule Action Notification Confirmation
When you add or edit distribution rule or distribution list, there is a confirmation step when users select roles, companies, or "everyone" within a distribution rule to ensure users are aware of notifications that will be sent.
1.Warning Message :
When a user selects a role, company, or everyone in the action, a pop-up warning will appear:
"By adding X to the action, all users associated with X will receive notifications. Are you sure you want to proceed with notifying all these users?"
2.Inline Message Display :
If the user adds the entity, the same message will appear inline with the row, as shown in below, to provide clarity.
These updates ensure that users are fully informed when adding entities to the action, preventing accidental notifications to large groups.
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| The same functionality is available for both Distribution Lists and Distribution Rules |
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