Forms Distribution in 'Sites' Tab

This article helps you understand the forms distribution view in 'Sites' tab.

Updated over a week ago

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View Forms Distribution in 'Sites' tab

Asite provides different view for forms distribution within Sites tab, as a separate tab.

Sites form distribution view lists all the distribution on defect forms for the projects that user is involved with. Tasks assigned to the logged in user will be hyperlinked under the recipient task column corresponding to the transmittal record, allowing the user to complete their task by clicking on the same.

Below are the steps to be followed for completing tasks through the forms distribution view in 'Sites' tab:

1. Forms distribution view contains record of every defect form distribution along with the 'Message ID' and the relevant information like 'Form Title', 'Recipient Name', 'Recipient Task', 'Recipient Org', 'Task time', 'Task status', etc.

2. The recipient task column will display the task assigned on the form for the corresponding recipient.

3. Click on the form id or form title to open the concerned form in form viewer.

4. Click on the recipient name to view details of the recipient.

5. Being a logged in user, you can complete the tasks that are specifically assigned to you (based on form settings configuration). To do this, click on the task name which will show up as hyperlinked to complete the corresponding form task.

6. A popup will appear allowing you to complete the selected form task.

7. As seen in the example screenshot above, choose the appropriate status for the assigned defect and enter required comments then click 'Send' to complete the selected 'Respond' task.

8. Accordingly, you can use the task hyperlink to complete other form tasks that may be assigned to you by other team members.


Forms Distribution Batch Processing in 'Sites' tab

Click on a topic below to continue:


Accessing Batch Processing Options

To perform batch process on defect form distribution, select one or more distributions in the 'Distribution' view and click on 'More Options' icon available at the top right to see more options that are available.


Note: Currently, filters cannot be applied in following tabs - Sites, Contacts, Exchange.

In 'Distribution' view, you can select a maximum of 250 records at a time.

Batch processing in 'Distribution' view is currently not supported when multiple forms are selected from different projects at a time.

Batch process can also be performed by using right click options upon selection of one or more distributions in 'Distribution' view, as shown in below screenshot:


Clear Form Tasks

Users on Asite having the privilege 'Can Clear Tasks - Own' / 'Can Clear Tasks - Organization' / 'Can Clear Tasks - Workspace' on a project can clear tasks on their

project.

Follow the steps for accessing batch processing options, then click on 'Clear Tasks' to clear selected incomplete form tasks.

The selected form tasks would get cleared and a message will appear at the top side of the screen stating the number of tasks cleared successfully.

Delegate Form Tasks

Users on Asite having the privilege 'Can Delegate Tasks - Own' / 'Can Delegate Tasks - Organizations' / 'Can Delegate Tasks - Workspace' on a project can delegate tasks

of users on that particular project.

Follow the steps for accessing batch processing options, then click on 'Delegate Tasks' to delegate selected incomplete form tasks to other project users. A layered page will appear as shown below:

a. Click in the 'To' box to select a user to whom selected incomplete form tasks can be delegated. A list of users will populate based on the selected project. Type in the initial characters or the characters that are included - to find the name of the concerned user.

b. Select from the available options to assign a task due date.

Existing Due Date - To keep the original task due date as it is.

Re-calculate days by actual distribution - To re-calculate the task due date based on the current date i.e. the date when the task is being delegated.

User Definition - To manually select a new task due date. The option to select a new task due date will be available when you move the slider to the extreme right, corresponding to the task details mentioned at the bottom of the same popup.

c. Click on 'Continue' to complete delegating the selected form tasks.

Deactivate Form Tasks

Users on Asite having the privilege 'Can Deactivate Form Tasks - Own Org' / 'Can Deactivate Form Tasks - All Orgs' on a project can deactivate form tasks of users

on that particular project.

Follow the steps for accessing batch processing options, then click on 'Deactivate Tasks' to deactivate the selected form tasks.

The selected form tasks would get deactivated and a message will appear at the top side of the screen stating the number of tasks deactivated successfully.

Reactivate Form Tasks

Users on Asite having the privilege 'Can Reactivate Form Tasks - Own Org' / 'Can Reactivate Form Tasks - All Orgs' on a project can reactivate form tasks of users

on that particular project.

Follow the steps for accessing batch processing options, then click on 'Reactivate Tasks' to reactivate form tasks that are already deactivated from the selected distribution.

The selected inactive form tasks would get reactivated and a message will appear at the top side of the screen stating the number of tasks reactivated successfully.


Related Articles: Create a Defect

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