Distribute

The Distribute step provides team members with the ability to distribute the files to the users about the files that have been published within the Workspace. There are two main ways of distributing files:

 

Below are the steps to distribute a file while using the new upload interface:





1. Click on    icon at the top right. Upload window expands and displays a section with 'To' and 'Subject' fields. If uploading and distributing a new revision of any file which was previously uploaded and distributed, you will see a    icon. Click on it to copy users with whom the previous revision was shared.



Click in the 'To' box to see a list of users or roles or distribution groups from which you can add a recipient name for distribution. Type in the initial characters of the user, role or distribution group to get auto-suggestions based on the same.

To expand distribution groups or roles and find the users in it, click on    icon that will appear upon mouse hover on the concerned distribution group or role name.



By default, 'For Information' task associates to all the users added in the 'To' textbox. In 'For Information' task. It is not mandatory to select a task due date while assigning 'For Information' task.

To change the task, click on the name of specific user for whom the task needs to be changed. You can select the task from dropdown as well as select the expected date to complete the tasks from calendar.

 icon indicates email notification will be sent for selected file distribution. Click on it to avoid sending email notification, which would change the icon color to grey.

Click on    icon to give other tasks to the same user. You can do this for individual users as well as users in a particular distribution group or role.

Click on    icon corresponding to the name of selected user/s to remove them from distribution.



Subject - Enter the notes for tasks assigned and click 'Close' to close the tasks window.

Once done, click on    icon again to close the distribution screen.

Click on 'Upload' to start upload with distribution.

 

 

Below are the steps to distribute an existing file on Asite:

 

1. Click on filename to view file OR Click on the icon

2. Click on to Distribute

 

3. Click on the "Copy Distribution from Previous Revision" button against the individual revisions which will automatically populate all the active users who have been assigned an action by this Document Publisher in the Previous Revision.

 

              

3. Select Company or Distribution Groups or Roles from the top drop down menu

Once a Group or Company has been selected, the appropriate individuals will appear.  

 The Companies option is available in the drop down only if you have Allow Custom Distribution - All Orgs or Allow Custom Distribution - Own Org privilege assigned.

 Names of the companies other than your company will be displayed for selection only if you have Allow Custom Distribution - All Org  privilege assigned.

4. Select individuals to receive file/s by clicking on their name/s

 Users may multiple select by using their Shift or Ctrl key

5. Click on Add to Distribution List to confirm selection

 Only users having access to the folders in which the documents exist will be allowed to be added to the distribution list.

6. Select Action Required, Respond By time & enter Action Notes for each individual where necessary (For Forms distribution, actions may vary)

7. Click on Add to Distribution List to confirm selection

 

 Click on to Remove Duplicate Actions from the distribution list

 Click on to Remove Duplicate Recipients from the distribution list.

 A custom prompt will appear for duplicate actions / users on clicking the “Distribute” button

         

 

 Click on the icon to select Respond By time

The Instant Email Notif. shall be pre-populated form User Preferences

8. Click on Distribute to send

Email Notif. shall be triggered to users based on definition.

A unique Transmittal No. will be generated and displayed in Document Distribution Audit Trail as well as Document Distribution Report.

 

 

Useful Links:

Create Comment

Create Distribution Report

Batch Distribute

Link Documents

Publish Documents & Drawings

Publishing New IFC Model