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 are to be defined or managed.

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

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

3. It opens the 'Manage Distribution Groups' window. It enables you to add new distribution groups. In the case of existing distribution groups, you can amend the group details or delete them if needed.
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4. Click the 'Add Distribution Group' button to create a new distribution group. A new blank record is added. Enter a group name and group type.

5. Enter the distribution group name. Select 'Documents', 'Apps'(forms), 'Dashboards', or 'Filters' from the '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. You can view suggested names for roles, organizations, and users based on the search keyword you enter. You can search for users in existing groups by entering their email address. You can also change the configuration of existing groups.

7. To assign tasks for other users with timelines, click the user record and select appropriate values from the dropdown list. You can also change tasks and task time for existing distribution group members.
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Note: For form distribution groups, you need to ensure the user tasks you select under the distribution group are specifically co-related and enabled in the relevant form settings otherwise that particular task won't be distributed. Below is a table to help you 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 including 'For Comment', 'For Comment Coordination', 'For Comment Incorp.', and 'For Publishing' are not applicable for forms. Hence, they 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 a distribution, the calculation for the number of days for the task to be completed may depend upon the 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. You can also change the access rights of roles, organizations, or users in any existing group.

10. Click 'Save' to confirm creating a new distribution group or finish editing any existing group.

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

You can edit multiple distribution groups simultaneously. Editing includes changes in the distribution list and security (i.e. access control).

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

2. Click the 'Bulk Apply' button at the top right corner of the screen, and a new popup window appears.

3. Select the distribution list from the 'Change Type' dropdown to:
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Add new users to the selected group - Select the 'Add User' option.
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Remove users from the selected group - Select the 'Remove Users' option.
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Change user tasks in the selected group - Select the 'Change Task' option.
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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.
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Choose the appropriate task and select task time (in number of days) for each user. The 'Bulk Apply' option is useful in quickly applying the same task and timelines for multiple selected users in the chosen distribution group.
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Note - During distribution, the calculation for the number of days for the task to be completed can depend upon working days and holidays defined in the working calendar if any.

4. Select 'Security' from the 'Change Type' dropdown to:
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Add permission to users in selected groups - Select the 'Add Permission' option.
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Remove a user's permission from the selected group - Select the 'Remove Permission' option.
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Change a user's permission in the selected group - Select the 'Change Permission' option.
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To add new permissions select the users from the list 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 with 'No Access' permission won't be able to use the distribution group displayed against it.

Access to Use

Users with 'Access to Use' permission can use the distribution group displayed against it.
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​Admin

Users with 'Admin' permission can modify and even delete the distribution group displayed against it.

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