Reports - Documents Requiring Distribution
- Usman Shahid (Deactivated)
- Jane Padgett
- Rebecca David
When searching for previously distributed items, we only identify the revisions that were sent to relevant entities.
To determine which specific revision needs to be distributed, you will need to generate from the auto-distribution window. For more details Click Here
There are 2 requiring distribution reports in Publication Space.
Requires Distribution by Company / User
Search By Company
Results are grouped company.
Select Company
Fill in “Distributed To” and “Folder”
Click on Search
Search By User
Results are grouped by individual users.
Select User
Fill in “Distributed To” and “Folder”
Click on Search
Search By Group
Results are grouped by Groups.
Select User Groups
Fill in “Distributed To” and “Folder”
Click on Search
Search By Distribution Lists
Results are grouped by Distribution Lists.
Select Distribution Groups
Fill in “Distributed To” and “Folder”
Click on Search
Report View
Summary View
The summary view groups results by individual company, user, group or distribution list dependent in what you have chosen in the Search By.
Detailed View
This view is only available when Searching By Company. Results are grouped by Company detailing which documents and their revisions have been distributed to which users of that company.
Orange: User has received a previous revision but not the latest.
Green: User has received the latest revision.
Empty: User has never received the document.
‘Detailed View’ option disappears when you toggle on Search by Company' because detailed view shows specific user-based distribution only.
Search Scope Radio Buttons
Any User Within the Company (e.g., AA-AA)
This option is the default and will display results of individual users within the company, group, distribution list.
Direct to company (e.g., AA-*)
This option can be switched on, it will display results where distribution was to the everyone in a company rather than specific individuals.
Expand All
Expand All will expand each line to show more detail.
Collapse All
Collapse All will collapse the details into single lines.
Distribute from the report
Once you've selected the documents you wish to distribute, click "Distribute" to load the auto-distribution screen.
Save the Report
You can also save the report for future use, allowing you to run it as a pre-filled search whenever needed.
Export to Excel
Once you are satisfied with the information you require, click Export to Excel to export all this information to Excel. It will download this information in the exact same format.
Requires Distribution by Document
This report groups the search results by document. Then dependent on the Search Scope (as outlined above) you choose what results will show.
- 1 Requires Distribution by Company / User
- 1.1 Search By Company
- 1.2 Search By User
- 1.3 Search By Group
- 1.4 Search By Distribution Lists
- 1.5 Report View
- 1.5.1 Summary View
- 1.5.2 Detailed View
- 1.6 Search Scope Radio Buttons
- 1.7 Expand All
- 1.8 Collapse All
- 1.9 Distribute from the report
- 1.10 Save the Report
- 1.11 Export to Excel
- 2 Requires Distribution by Document