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Distribute a Form
Distribute a Form

This article helps you understand how to distribute forms in your projects.

Updated over a month ago

Forms can be distributed during creation, after creation, or when viewing a form in Asite Form Viewer.

Pre-requisites:

Role Privilege, as mentioned below, on the project in which forms are to be distributed:

  • The 'Allow Custom Distribution - Own Org' and/or 'Allow Custom Distribution - All Org' (as applicable) privileges must be assigned to you, your organisation, or a user group you are a member of.

Form Setting, as mentioned below, on the required type of form which needs to be distributed on the project:

  • If you need to distribute forms when creating them:

    • The 'Distribution upon ORI creation' setting must have 'Mandatory' or 'Optional' selected (as applicable).

  • If you need to distribute forms after creating them:

    • The 'Allow Distribution after creation' setting must have 'Yes' selected.
      ​

Click a relevant link below to continue:

  1. Distribute a Form When Creating

    1. From the 'Create Form' window

  2. Distribute a Form After Creating

    1. From the Forms Listing

    2. When Viewing a Form

  3. Distribute a Form When Responding

    1. From the 'Reply' window

Distribute a Form When Creating

From the 'Create Form' window

The following is a description of the steps you need to follow:

  1. In the Create Form window, the 'To' field allows you to distribute the form.

    1. If the 'Distribution upon ORI creation' form setting is configured as 'Mandatory':

      1. The 'To' field will appear by default.

    2. If the 'Distribution upon ORI creation' form setting is configured as 'Optional':

      1. Click the (Distribute Forms) icon at the top right to see the 'To' field.

  2. Follow the steps to distribute and assign tasks as required. Additionally, you need to consider the following points when distributing forms using this method:

    • When you distribute forms, a list of project users, distribution groups, roles, or organisations is populated based on their permissions on the selected type of forms on the project. Use the corresponding checkboxes to define recipients for the forms under creation.

    • The type of tasks you can assign on a form depends on the settings of the relevant form type.

      • The default task appears by default while selecting users based on relevant form type configuration; however, you can change it as needed.

    • To hide the 'To' field (if required in case of 'Optional' configuration), click the (Distribute Forms) icon at the top right.

      • If you hide the 'To' field, you can still see any changes made to the distribution list by clicking the same icon until the 'Create Form' window is closed.
        ​

Distribute a Form After Creating

From the Forms Listing

The following is a description of the steps you need to follow:

  1. Choose the forms to distribute from the forms list and select them using the corresponding checkboxes.

  2. Right-click, select 'Share' and then select the 'Distribute' option.

    The 'Form Distribution' screen appears.

  3. Follow the steps to distribute and assign tasks as required. Additionally, you need to consider the following points when distributing forms using this method:

    • When you distribute forms, a list of project users, distribution groups, roles, or organisations is populated based on their permissions on the selected type of forms on the project. Use the corresponding checkboxes to define recipients for the forms under creation.

    • The type of tasks you can assign on a form depends on the settings of the relevant form type.

      • The default task appears by default while selecting users based on relevant form type configuration; however, you can change it as needed.

    • You can click the (Previous Distribution) icon at the bottom left of the window to show or hide the distribution history of the form selected for distribution.

      • Details include the form code, name and organisation of the user who assigned the task, assigned date, name and organisation of the recipients, recipient task, due date and task status.

When Viewing a Form

The following is a description of the steps you need to follow:

  1. Open the required form in the viewer you need to distribute.

  2. Click the (Distribute) icon at the top right. The 'Distribute' screen appears.

  3. Follow the steps to distribute and assign tasks as required. Additionally, you need to consider the following points when distributing forms using this method:

    • When you distribute forms, a list of project users, distribution groups, roles, or organisations is populated based on their permissions on the selected type of forms on the project. Use the corresponding checkboxes to define recipients for the forms under creation.

    • The type of tasks you can assign on a form depends on the settings of the relevant form type.

      • The default task appears by default while selecting users based on relevant form type configuration; however, you can change it as needed.

    • Below is a description of the icons available at the top right:

      • (Maximize) - To maximize the screen.

      • (Minimize) - To minimize the screen.

      • (Dock Content) - To dock the content.

      • (UnDock Content) - To undock the docked content.

      • (Close) - To close the screen.
        ​

Distribute a Form When Responding

From the 'Reply' Window

The following is a description of the steps you need to follow:

  1. In the 'Reply' window, the 'To' field allows you to distribute the form.

    1. If the 'Distribution upon ORI creation' form setting is configured as 'Mandatory':

      1. The 'To' field will appear by default.

    2. If the 'Distribution upon ORI creation' form setting is configured as 'Optional':

      1. Click the (Distribute Forms) icon at the top right to see the 'To' field.

  2. Follow the steps to distribute and assign tasks as required. Additionally, you need to consider the following points when distributing forms using this method:

    • When you distribute forms, a list of project users, distribution groups, roles, or organisations is populated based on their permissions on the selected type of forms on the project. Use the corresponding checkboxes to define recipients for the forms under creation.

    • The type of tasks you can assign on a form depends on the settings of the relevant form type.

      • The default task appears by default while selecting users based on relevant form type configuration; however, you can change it as needed.

    • To hide the 'To' field (if required in case of 'Optional' configuration), click the (Distribute Forms) icon at the top right.

      • If you hide the 'To' field, you can still see any changes made to the distribution list by clicking the same icon until the 'Reply' window is closed.
        ​

Related Articles: Copy the direct link of a form

Next Article: Respond on a form

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