Create Distribution Rules / Lists
What is the Difference Between a Rule and a List
Distribution rules in RIB CX are used for automatic pre-addressing of forms.
Distribution lists in RIB CX are used to group like users, roles into one distribution list. e.g. Subcontractor Distribution List which contains all the subcontractors on your project.
The Distribution Rule created in this way is only be applicable to the user that creates it.
To Create a Distribution Rule
Create the new form which you want the Distribution Rule or List to apply and click on the action or info buttons to bring up the Address Book.
Click on the Distribution Lists drop down menu. Choose what you would like to create.
Fill in the required information.
The Distribution Rule and List pages display users grouped under headers like Company, Role, Group, and Reserved, each sorted A–Z.
Change | What It Means |
|---|---|
Grouped headers in list view | Users are now listed under grouped headings—Company, Role, Group, and System. |
A–Z sorting within each group | Both companies and users under each group are sorted alphabetically for easy scanning. |
Special system groups | Reserved category includes fixed selections like Everyone and Private (Info only). |
Roles and Groups shown separately | Users assigned to roles or groups are listed under their respective group headers. |
Revised "Add Row" interaction | Instead of a fixed row insertion, clicking Add Row now opens a small window to select the user. Once saved, the user appears under the correct group automatically. |
When configuring a distribution rule or list, contacts are displayed under structured headers based on their assignment.
"Add Row" action launches a selection modal which ensures the system knows which group the contact belongs to and places them correctly in the list.
Sorting is applied alphabetically within each group, making navigation and updates quicker.
Name | Enter the name of distribution rule. |
|---|---|
Description | Enter the description of distribution rule. |
Owner | Who can edit the distribution rule. |
Applicability | With distribution rules created in this way only the author of the rule is able to see and use it. |
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. |
Scope | Select when this rule or list is to be applied. The options are:
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 options (except if the addressee is "Forced"). 2. Limiting the available names by ticking the "Exclude" checkbox next to those names applies to both Document creation and Document replies. This means when someone replies to the document, they will still not see the excluded names in the Address Book. |
Action | Enter names of people (see below). You can only action users that you have permission to correspond with. |
Info | Enter names of people (see below). You can only info users that you have permission to correspond with. |
Exclude | Tick the checkbox "Exclude" next to the names of users to ensure that on Creation and Replies these users are 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:
Click Save.
Creating a Distribution List
Creating a Distribution List is similar to creating a Distribution Rule.
Click on the Action or Info buttons.
Select Create a Distribution List.
Fill in the required details.
Name | Enter the name of distribution rule. |
|---|---|
Description | Enter the description of distribution rule. |
Owner | Who can edit the distribution rule. |
Applicability | Select users that you would like to be able to see and use it. Note: if you choose [ALL] this list will be available to everyone on the project to use. |
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. |
Scope | Select when this rule or list is to be applied. The options are:
|
Action | Enter names of people (see below). You can only action users that you have permission to correspond with. |
Info | Enter names of people (see below). You can only info users that you have permission to correspond with. |
Exclude | Tick the checkbox "Exclude" next to the names of users to ensure that on Creation and Replies these users are 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:
Click Save.
Creating a Distribution List for Distributing Documents in Publication Space
You need to have permission to upload to the publication space in order to use this distribution list to distribute documents.
When creating a Distribution List 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 window.
You can only action and info users that you have permission to correspond with.
Addressing Roles / Companies / Groups / Everyone on the Project Warning
When roles, companies, groups or "everyone" are addressed in action a warning notification will appear.
After you click OK an inline message will be added to the row.
This is to ensure that users are fully informed when adding entities to the action, preventing accidental notifications to large groups.
This functionality applies to both Distribution Rules and Lists.
To Edit a Distribution Rule or List
Click on the Project Tools icon and then Contact Details
Scroll down to just below the notifications section and click on Edit Distribution Rules.
A window will display all rules, lists and classic workflows that are accessible or editable by you.
Click on Distribution Rules or Lists and then Edit.
Edit the Distribution Rule or List as required. This includes the applicability for distribution lists.
Click on save.
Remove Action or Info Users from a Rule or List
To clear an action or info user of Distribution Rule or List, click on the 'X' icon.
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 Use a Distribution List
On a Form
Create or respond to a form.
Click on the Action or Info buttons.
Click on Distribution Lists.
Select the List you wish to apply to this form.
The users in that list will be added to Info.
In Publication Space
Whether you are an uploader to a folder in the publication or you are distributing a document that you have access to, the distribution rule will appear in the Distribute Using a Distribution List.
Select the Distribution List you want to apply.
How to Use a Distribution Rule
On creating or responding to a form with a Distribution Rule set up, the collaborators will automatically be populated according to that rule.
If a user is forced you cannot remove them. The user will appear greyed out. You cannot click on or move this user.
If the user is selected they will appear in blue (like the Site Manager in the below example) and can be removed if required.
- 1 What is the Difference Between a Rule and a List
- 2 To Create a Distribution Rule
- 3 Creating a Distribution List
- 4 Addressing Roles / Companies / Groups / Everyone on the Project Warning
- 5 To Edit a Distribution Rule or List
- 6 Remove Action or Info Users from a Rule or List
- 7 History Log for Distribution Rules / Lists
- 8 To Use a Distribution List
- 8.1 On a Form
- 8.2 In Publication Space
- 9 How to Use a Distribution Rule