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.
Exclude - tick this box if you want to exclude this user from the rule.
User ID - choose the user you want to action.
Remove - Remove this user from the distribution rule/list.
Clicking on these arrows will move users up or down on the list of addressees.
6. Click Save.
For how to use distribution rules click here.