Distribute a File open in Viewer

This article helps you understand how to distribute a file open in viewer.

Updated this week

Below are the steps to distribute a file open in File Viewer:

1. Open the required file in viewer which you need to distribute.

2. Next, follow the steps for navigating to File Viewer More Options.

3. In the 'More Options' menu, select 'Distribute File' option (under 'Share' category) for distributing file to project team members for specific tasks to be completed within the due date. Availability of the option to distribute a file may depend upon your accessibility.

4. 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.


If selecting a distribution group, a role or an organization, it is treated as an object - meaning that new users added to that object will automatically get access to selected file, Any users removed from that object will lose access on selected file.


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

Note: You cannot distribute a file to a user / role / distribution group / org who has been assigned 'No Access' permission on the folder.

5. If uploading and distributing a new revision of any file which was previously uploaded and distributed, you will see an icon to copy previous distribution at the top right. Click on it to copy users with whom the previous revision was shared.

6. Use the checkbox to select users and choose tasks to be assigned to them using the corresponding task dropdown.


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

7. Select a particular date for task completion by clicking on calendar icon.

8. The yellow color on envelope icon (​) indicates email notification will be sent for selected file distribution. It is a switch option which can be turned off (if email notification need not be sent) or vice versa. If switch is turned off, the envelope icon would then show in grey color.

9. 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.

10. The users added to the distribution will appear at the top along-with details regarding task assigned to them. Upon mouse hover, it will also show the user details like their organization and email address. Click on icon corresponding to the name of selected users to remove them from distribution.

11. To bulk apply same task and task due date to multiple users:
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11a. From the options available at top right side, select the task name, task due date / select number of days and switch the envelope icon on to send email notification as required.

11b. Use the arrow icon available at top right to apply the corresponding criteria to all selected users or roles or distribution groups.

12. Below is a description of the icons available at top right which can also be used optionally while distributing a file from within file viewer:

Icon

Title

Description

Copy Previous Revision Distribution

To copy previous revision distribution list on selected file.

Maximize

To maximize the layered page.

Minimize

To minimize the layered page.

Dock Content

To dock the content within the layered page so that you don't need to click again to view its content.

Undock Content

To undock the docked content.

Close

To close the layered page.

13. Once done, click 'Close' to proceed further with distribution or click 'Clear' if you want to reset the entered data and start a fresh distribution.



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