Automatic Distribution Based on a Folder
How to Configure Auto Distribute Recipients for a Folder
You will need to be either a Register Admin or a Folder Admin to be able to perform these steps. Click here to learn more about Folder Permissions.
1. Select the Folder.
2. This will show the Folder Toolbar at the bottom of the screen.
3. Click on Folder Settings.
4. This will load the Folder Settings Page.
5. Click on Auto Distribute.
Add an Auto Distribute Recipient
1. From the folder Settings page - Auto-distribute tab click on Add Recipients.
2. This will load the Add recipients Contact picker.
3. Type in the name of the user of company or group you'd like to add in the auto complete contact picker.
4. Select the name(s) you want.
5. Click Submit.
If documents have already been uploaded to the folder a pop-up confirmation will appear, asking if you would like to distribute the documents in the folders to the New Users.
When you select yes, a Distribution Transmittal will appear to issue the documents to the Users added to the Automatic Distribution.
Click here to view how to Auto Distribute Based on a Folder.
Workflow Applied to a Folder with Auto Distribution
If there is a workflow applied to the folder which has auto distribution configured, documents uploaded to the folder will only be distributed after they have gone through the workflow.
As an example, the Architectural Folder has a Workflow - Architects Review.
When documents are uploaded to this folder the Workflow will Automatically be applied to those documents.
When a workflow has been applied to a folder ONLY the Approved documents based on the review are distributed.
And if you have automatic distribution set up it will Auto Distribute those approved documents to those users once the review process has finished.
Click here to learn about Workflows.
Automatic Distribution for Markups
How documents and markups are automatically distributed depends on how they are created and which distribution settings are enabled on the folder.
New Documents Uploaded Directly to Publication Space
When a new document is uploaded directly into a Publication Space folder (and has not yet been distributed), the system presents an Auto Distribution option at the time of upload. This allows the document to be immediately distributed to users configured as Auto Distribution Recipients for that folder.
Publication Space Markups (created directly in Publication Space)
Markups created directly in Publication Space are automatically distributed to users configured as Auto Distribution Recipients on the folder — provided the folder's Distribute Markup Revisions setting is enabled with one of the following options:
Do not distribute — no automatic distribution occurs
Show Distribution Screen — the distribution screen is presented for manual confirmation
Distribute with notifications (Folder Distribution Recipients) — automatically distributed with email notifications sent to recipients
Distribute without notifications (Folder Distribution Recipients) — automatically distributed silently (no notifications)
WTX Markups (generated via workflow)
WTX-generated markups are not automatically distributed to Auto Distribution Recipients on the folder, even though they are successfully published to Publication Space and appear as document revisions.
This is because distribution for workflow-generated markups is controlled by the settings configured within the workflow itself, not the folder's Distribute Markup Revisions setting. As a result, these markups will not go out to Folder Distribution Recipients the way a manually created markup does.
For more information on Distributing Markups on a Workflow: Configure Workflows