Uploading files to the Publication space will only give your company access to those files. If you want others outside of your company to have access you will need to distribute them. The people you choose to distribute to will receive a transmittal with files and will also be able to access the files in the publication space.
Distributing can be done at any time including at the time of upload. iTWOcx provides a few options for distributing your documents such as manual, via a distribution list and automatic. In this article, we will take you through each method.
Upload and Distribute
You will first encounter the distribution menu when uploading documents into the Publication space.
Distribute from Document Toolbar
You can also distribute from the publication space by selecting one or more documents
1. When you select a document the Document Toolbar will appear on the screen at the bottom.
2. To distribute click on the Distribute button
Types of Distribution
Manual Distribution
Just as it sounds, Manual distribution allows you to manually pick recipients to issue files to. You can choose to send to individuals, companies, project roles and groups. With all distribution methods, you can give the distribution a title and add message which will be visible on the transmittal
Adding a title to the Distribution Transmittal
When distributing you must add a title to the Transmittal that will be sent to the recipients
Simply add one into the Title field before distributing
Adding a message to the Distribution Transmittal
When distributing documents you can optionally add a message for your recipients
Add your message to the Transmittal before distributing
Distribution via list
Instead of picking the same recipient over and over again, use a list to make sure you always include the right people. At the time of distribution, you can select a pre-existing list or create a new one.
Automatic Distribution
Automatic distribution is great for distributing new revisions to existing documents. The system will find everyone that has ever received previous versions of the selected files and distribute new revisions to them.
The number shown here indicates the amount of users that will be sent be automatically send the latest revision (based on who received the previous revisions)
By Clicking on the number you will be able to see the list of users the document will be sent to
The page will also show the Document and the revision each user has received previously
Here it is listing the previous revisions that Andrew Axham has received.
To see another users details. Click on their name
What does the number next to a user indicate?
This indicates that
Andrew Axham will be Auto distributed 8 documents from the total of 8 that can be auto distributed to him.
Project Admin will be auto distributed 1 document from the total of 1 that can be auto distributed to them
Cooper Edwards will be auto distributed 4 from the total of 4 that can be auto distributed to them.
If for eg you untick a document for Andrew from the right-hand screen the total for him will change to 7/8 (7 documents out of 8 possible auto distributions.)
Exclude users from Automatic distribution
To exclude a user from automatically receiving this new revision click on the Exclude button next to them
Please note excluding a user here will also exclude them from receiving any future revisions of the same documents until you decide to re-include them
Re-Include excluded users
To re-include a user for Automatic distribution, click on the Show Excluded button
Then click Include
Please note that this will re-add the user into the Automatic Distribution list for any future revisions of the document
Skip Distribution
If you would like to distribute your documents at a later time you can opt to Skip Distribution after you complete the upload of your documents
To Skip Distribution
1. Upload the documents
2. Fill in the necessary details for the revisions
3. Click on Upload
4. On the Distribution page click Skip Distribution
Other Types of Distribution
Private Distribution
When you distribute documents manually or using a distribution list you have the option to share the documents Privately.
Privately distributing documents entails that only the users you specify will have access to the documents. There will be no inherited rights for users within the same company.
To distribution documents privately
1. Select either Manual or Distribution using a list and tick the Private tickbox.
2. Then click Done
