Documents are distributed via Roles; this is why it is important to get the organisation structure setup correctly from the start. Creating the Departments and Roles will allow for easier document distribution across your organisation.
Distribution settings can be set at a folder level or an individual distribution setting within each document. This can be configured within the ‘Manage Distribution’ button.
Within the details area there are three selectable options to choose from (if tracking is enabled). Clicking on the ‘Edit’ button, or clicking within the distribution mode box put the screen into edit mode and enables you to select which option you wish for your organisation.
Same as parent: Standard: Distribute only to groups selected in this form.
Standard: Distribute only to groups selected in this form.
The ‘same as parent’ refers to the group that it sits within for system configuration, it is the same as the ‘standard’ distribution setting and is the system default setting.
Therefore ‘Same as parent’ and ‘Standard’ settings – Distribute only to the groups selected in this
form.
This means that you can specify document distribution to the entire folder and its contents by selecting the applicable roles within your organisation. As a document is added to this folder it will be automatically distributed to roles selected within this list.
Granular: In addition to groups specified below, option of distributing to additional groups for each document
Selecting ‘Granular: In addition to groups specified below, option of distributing to additional groups for each document’ allows you to cascade specific documents to different roles from the document itself, this means that you are not distributing the entire folder of documents but instead you can have several documents within a folder with each one having its own distribution settings.
Tracking
If enabled tracking allows you to track the status of a document, if you need to prove to an Authority or Regulator that staff are being sent documents and are reading them then this configuration should be used. There are three levels of tracking.
Read – The read level allows the distribution of documents to roles that are selected, users are not notified via email of a new documents however their personal dashboard is changed to reflect any documents that are relevant to their role.
Notify – Ticking the notify checkbox will automatically tick the read checkbox, this level will notify individuals on the role distribution via email when a new document has been uploaded.
Track – Checking the track box will automatically tick the notify and the read checkboxes, individuals on the role distribution list will be notified of new documents and the document manager is able to track when they have been read.
Once the Document Types (if enabled) and the Manage Distribution settings have been defined you are able to add a document to the system.
Selecting tracking levels - if set as Same as parent, or Standard then the distribution settings will be for the entire folder, all documents within that folder will follow these rules. Selecting Granular gives you the ability to set the tracking for each document, allowing for further control (if required).
Standard and Same as Parent.
1. Click on the ‘Manage Distribution’ button
2. Click on the ‘Edit’ button or click on the distribution mode option
3. Select which Roles and what options are required for this folder using the checkboxes
4. Select all Departments, Roles that this applies to, selecting a department heading will select that level for all roles within that department. Selecting individual roles will only distribute to that specific role.
5. Click on the ‘Save’ button
*Please note - Granular distribution is set per document, in essence you seethe distribution list for each document that is added to the system and can change distribution per document, thus allowing more granular control.
If using granular as a setting the checkboxes within the mange distribution area should remain unchecked, or blank. This will enable them to be selected per document as it is uploaded to the system.
If when using the granular setting and a department or role is not visible (unable to select a checkbox) go back into the manage distribution area to see if any checkboxes have previously been selected and unselect them.