As a Project Administrator you can create a Distribution Rule or List applicable to everyone on the Project. These are created when documents require either the Action of, or to be Info'd to a specified user each time they are used. Users have the ability to create distribution rules / lists however these are only applicable to that user.
The rule specifies what names are shown in the Action and Info boxes in the Addressing section of a form.
The rule can limit the names that are shown in the address book, and can pre-select names so that the document is already addressed when you create a new document. Rules are particularly useful for users who always address a particular document type to the same person. Document Types like Fax or Incoming Email require a Distribution Rule so that someone is responsible for their distribution.
Creating a Distribution Rule
1. Go to Configure.
2. Select Document Types. Click on the icon to expand the Document Types options.
3. Select Edit Distribution Rules.
4. Select Add New.
5. Fill in the required information.
| Name | Enter name of distribution list or rule. |
|---|---|
| Title | Enter title of distribution list or rule. |
| Type | Select if list or rule. |
| Applicability | Select who this rule applies to. |
| Doc Type | Select which document types this rule or list applies to. |
| Scope | Select when this rule or list is to be applied. The options are Document creation and replies, Document creation only, or Document replies only. 1. The pre-addressing options apply to Document creation only, regardless of whether you select "Document Creation and Replies". This means when someone replies to the document, they may change the addressing Notify/Send options (except if the addressee is (+) "Forced"). |
| Action | Enter names of people (see below). |
| Info | Enter names of people (see below). |
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. Once you have made your selection, click Save and your new list or rule is ready for use.
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.
1. The pre-addressing options apply to Document creation only, regardless of whether you select "Document Creation and Replies". This means when someone replies to the document, they may change the addressing Notify/Send options (except if the addressee is (+) "Forced").
2. Limiting the available names by ticking the (-) Remove checkbox applies to both Document creation and Document replies. This means when someone replies to the document, they will still not see excluded names in the Address Book.
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.
To Use a Distribution Rule / 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.
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 and if you try you will receive a message.
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
