Reports - Documents Requiring Distribution

Owned by Usman Shahid (Deactivated)
Last updated: Nov 28, 2024 by Rebecca David
4 min read

There are 2 requiring distribution reports in Publication Space.

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Requires Distribution by Company / User

Search By Company

Results are grouped company.

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Search By User

Results are grouped by individual users.

Search By Group

Results are grouped by Groups.

Search By Distribution Lists

Results are grouped by Distribution Lists.

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.

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