Distribute the Form

This article helps you understand how to distribute a form that you are creating.

Updated this week

You can distribute the form you are creating if its form settings allow so. Below are the steps to distribute a form that you are creating:

1. Follow the steps to create a form.

2. Click on Distribute icon at top right side (available based on relevant form settings configuration) for distributing form to project team members for specific tasks to be completed within the due date.

Similarly, the option to distribute form to project team members will be available while replying to a form as shown in below screenshot.

Based on form settings configuration, the option to distribute form can be available while editing an existing form as well.

3. 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 expand icon that will appear upon mouse hover on the concerned distribution group or role name.

4. Use the checkbox to select users and choose tasks to be assigned to them using the corresponding task dropdown. Tasks that are enabled in relevant form settings configuration will be available to select.

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

6. Click on envelope icon to disable email notification for this specific form distribution. Once disabled, the icon color would change to grey.

7. Click on 'Clone User' 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.

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

9. To bulk apply same form task and task due date to multiple users:

From the options available at top right side, select the task name, task due date and enable the email notify icon.

Click on down arrow icon available at the top right to apply the corresponding criteria to all selected users or roles or distribution groups.

10. 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.

To assign 'Review Draft' task to a user, creator of the form needs to assign this task and click on 'Save Draft' and not on 'Send'.

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