Addressing Groups
- Former user (Deleted)
- Rebecca David
- Former user (Deleted)
- Former user (Deleted)
Where Can Groups Be Used?
User groups can be used in the following areas:
1. Distribution Lists.
2. In Action.
If a group has multiple members, it can only be used where the document type allows multiple action people.
3. In Info.
Notifications will be sent to each members in the group based on their individual notification settings.
4. In the Address Book.
How To Use Groups with Distribution Rules
Yes, groups can be added to the Applicability, Action and Info of distribution rules. When adding a group to Action, the following message will appear.
Selecting OK will add the below warning in red.
How to Use a Group in Addressing
You can either select them from the address book:
Or type them in manually either in full with (GROUPNAME) or a part of the name GROUP. After hitting enter if it detects multiple matches, it will highlight in red so you can double click and select the correct one.
Expected Behaviour and Outcomes of Enumerated Versus Non-Enumerated Groups
Refer here for information regarding Enumerate.
Key Scenarios & Expected Outcomes
Single User Addressed
Scenario: You address only “Jane Doe.”
Expected Outcome: The form appears under “Company Addressed” / “Company Action” for Jane’s company.
Multiple Users Addressed
Scenario: You address “Jane Doe” and “John Smith.”
Expected Outcome: The form appears under both Jane’s and John’s respective companies.
Enumerated Group Addressed
Scenario: You address an enumerated group, e.g. “Team A,” which contains Alice Brown and Bob Smith.
Expected Outcome: Because enumerated groups expand, Alice and Bob are each listed in the addressing, so the form appears under each of their companies.
Unenumerated Group Addressed
Scenario: You address an unenumerated group, e.g. “Testing1,” containing Alice Brown and Bob Smith.
Expected Outcome: The group is recorded in a single entry. Alice and Bob’s companies are not captured in the addressing data, so the form does not appear under their respective companies in the “Company Addressed” or “Company Action” tabs.
Current Behaviour in Detail
Recorded Addresses:
For enumerated groups, each member is explicitly recorded in the addressing. The system therefore knows which company each member belongs to.
For unenumerated groups, the addressing only stores the group name, with no link to its members’ companies.
Visible Tabs in the Form Register:
Single or multiple individually addressed users (or enumerated groups) lead to the form showing under “Company Addressed” / “Company Action.”
Unenumerated groups don’t expand, so those forms will not show in “Company Addressed” / “Company Action” for the group’s members.
Why the System Behaves This Way
Performance Considerations:
Enumerating large groups in big projects (e.g., hundreds or thousands of users) can lead to resource-intensive operations, especially when searching or generating form registers.
Data Volume:
Each enumerated group member adds entries to the addressing. Over time, this can significantly increase data volume and impact system performance.
Design Trade-Off:
The system’s architecture allows unenumerated groups to avoid this overhead, at the cost of not showing these forms on the “Company Addressed” / “Company Action” tabs for each member.
Recommended Use & Best Practices
Enumerated Groups:
When to Use: Any time you need a form to explicitly appear under each member’s “Company Addressed” or “Company Action.”
Implication: Helps with discoverability but can increase data and system load.
Unenumerated Groups:
When to Use: In larger deployments or when you don’t need the form to be visible to each group member’s company.
Implication: Minimises performance overhead but means the form won’t automatically appear for every company in the group.