Reports - Documents Requiring Distribution

Owned by Usman Shahid (Deactivated)
Last updated: Nov 06, 2024
3 min read

Two document reports exist in Publication Space. These reports will make it easy to identify documents that need to be distributed, either by 1. by Company/User or by 2. by Document.

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Search By Company

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Search By “Company" report allows you to search for documents that need to be distributed to different companies based on what was previously distributed to their users.

This report groups results by company and shows how many new revisions of documents need to be distributed to each company's members.

Search By User

Results are searched by individual users, allowing you to see the distribution status for each user.

Search Scope Radio Buttons

Removed the company-wide search option and replaced it with two radio buttons under a new header, "Search Scope":

  1. Any user within the company (e.g., AA-AA): This option is the default and would search for individual users within the company.

  1. Direct to company (e.g., AA-*): This option can be switched on, it will show results where distribution was to the everyone in a company rather than specific individuals.

‘Detailed View’ option disappears when you toggle on 'Direct to company' because detailed view shows specific user-based distribution only.

Summary View

The summary view groups results by individual companies and shows how many new revisions of documents need to be distributed to each company's members.

Detailed View

Results are 'Searched By' company and show specific individual users within each company, along with which revisions they have received.

  • 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.

Distribute from the report

Once you've selected the documents you wish to distribute, click "Distribute" to load the auto-distribution screen.

Using this information

Once you have the right information that you’re happy with, you can either save the report or export it to Excel:

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, to ensure colour

Requires Distribution by Document

For each document, this report lists pending distributions where at least one user has received a previous revision but not the latest one.

 

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