Click on a relevant topic to continue:

Pre-requisites:

Role privilege as mentioned below, on the project in which a new distribution group is to be created:

Below are the steps to define and manage distribution groups in a project:

1. In the 'Projects' area, navigate to the project where distribution groups need to be defined or managed.

2. Right-click on the required project and select 'Settings' then select 'Distribution Groups'.

Alternately, in the thumb view, do a mouse hover on the project thumbnail and click on the icon. A layered page opens. Click on 'Distribution Groups'.

3. It opens the 'Manage Distribution Groups' window which enables you to add new, amend, and delete the existing distribution groups and their permissions.
​
4. To create a new distribution group, click on the 'Add Distribution Group' button which adds a new blank record and enables you to enter the group name and group type.

5. Enter the distribution group name. Select 'Documents'/'Apps'(forms)/'Dashboards'/'Filters' from 'Type' dropdown to define group type. You can edit the name of any existing group from here.

6. To assign users, click or type in the characters in the distribution list box and you can view suggested names for roles, organizations, and users. You can also search user's name by typing in their email address. The same feature can be used to change assignments in any existing group as well.

7. To assign tasks with timelines to users, click on the user record and select appropriate values from the dropdown list. The same feature can be used to change tasks and task time for any existing distribution group members.
​
Important Note: In case of a distribution group for forms, remember to ensure that the user task you select under the distribution group is/are specifically co-related and enabled in the relevant form settings otherwise that particular task won't be distributed. Below is a table to understand the correlation between tasks available while creating a form distribution group and tasks available in the form settings for any particular form.

Selected task types - For Comment, For Comment Coordination, For Comment Incorp. and For Publishing - are not applicable for forms and hence shouldn't be used specifically while creating form distribution groups.

Tasks cannot be assigned if creating a distribution group of type 'Dashboards'/'Filters' as such distribution groups are meant for sharing purposes only.

Note - During distribution, the calculation for the number of days for the task to be completed may be dependent upon working days and/or holidays defined in the working calendar.

8. While creating a new distribution group, it assigns default values in access i.e. default [no access], <<workspace administrator>> [admin], and <<creating user>>[admin].

9. You can change the access permission by clicking on roles, organization, or user name in the 'Security' field and selecting the appropriate option. The same feature can be used to change the access rights of roles / organizations / users in any existing group as well.

10. Click 'Save' to complete creating a new distribution group or complete editing of any existing group.

11. Click on 'X' against any distribution group record to delete it.

The bulk apply option enables you to edit multiple distribution groups in one go. Editing includes performing changes in the distribution list and security changes i.e. access control of distribution groups.

1. Select the checkbox against the distribution groups which are to be modified.

2. Click on the 'Bulk Apply' button in the top right corner of the screen, and a new popup window will come up.

3. Select the distribution list from the 'Change Type' dropdown to:
​
Add new users to the selected group - select the 'Add User' option.
​
Remove users from the selected group - select the 'Remove Users' option.
​
Change tasks of users in the selected group - select the 'Change Task' option.
​
To add new users, select the users to be added from the users list on the left and click the right arrow button, multiple selections by pressing the 'Ctrl' key is allowed.
​
Now select the appropriate task and task time for each user. The 'Bulk Apply' option can be used to give similar tasks and task time to all selected users.
​
Note - During distribution, the calculation for the number of days for a task to be completed may be dependent upon working days and holidays defined in the working calendar if any.

4. Select 'Security' from the 'Change Type' dropdown to:
​
Add permission to users in selected groups - Select the 'Add Permission' option.
​
Remove permission of users from selected groups - Select the 'Remove Permission' option.
​
Change permission of users in the selected group - Select the 'Change Permission' option.
​
To add new permissions select the users from the list available on the left side and click the right arrow button, multiple selections by pressing the 'Ctrl' key are allowed. Now select the appropriate permission for users from the dropdown list.

​No Access

Users having 'No Access' permission won't be able to use the distribution group displayed against it.

Access to Use

Users having 'Access to Use' permission will be able to use the distribution group displayed against it.
​
​Admin

Users having 'Admin' permission will be able to modify and even delete the distribution group displayed against it.

5. Click on 'Apply' to save your changes.