Pre-requisites:
Role Privilege as mentioned below, on the project folder in which files are to be distributed:
To distribute files, 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 in which you are a member.
Activity Locks as mentioned below, on the file to be distributed.
'File Distribution' activity shouldn't be locked.
You can distribute a file when publishing and even after it is published. Click a relevant link below to continue:
Distribute Files When Publishing
From the 'Upload' Screen
Following is a description of the steps you need to follow:
Once you have selected files to publish from your local device storage, the 'Upload' screen appears.
Click the
(Distribute Files) icon at the top right. A distribution screen appears parallel to the 'Upload' screen as seen in the following snapshot.
Follow the steps to distribute and assign tasks as required. Additionally, you need to consider the following points when distributing files using this method:
When you distribute files, a list of project users, distribution groups, roles, or organisations is populated based on their permissions to the project folder chosen for publishing files. Use the corresponding checkboxes to define recipients for the files selected for publishing.
The 'For Information' task appears by default while selecting users; however, you can change it as needed.
To close the distribution screen (if required), click the
icon at the top right. If you close the distribution screen, you can still retrieve any changes made to the distribution list by clicking the (Distribute Files) icon until the 'Upload' screen is closed.
Distribute Files After Publishing
From the Files Listing
Following is a description of the steps you need to follow:
From the files listing area, select the files you need to distribute.
Right-click and select 'Share' then 'Distribute Files'. The 'File Distribution' screen appears.
Alternatively, click the
(More Options) icon at the top right and select the 'Distribute File' option (under the 'Files' category).
A distribution screen appears.
Follow the steps to distribute and assign tasks as required. Additionally, you need to consider the following points when distributing files using this method:
When you distribute files, a list of project users, distribution groups, roles, or organisations is populated based on their permissions to the project folder chosen for publishing files. Use the corresponding checkboxes to define recipients for the files selected for publishing.
The 'For Information' task appears by default while selecting users; however, you can change it as needed.
You can click the
(show or hide files) icon at the bottom left of the window to show or hide details about the files selected for distribution including their names and sizes.
When Viewing a File
Following is a description of the steps you need to follow:
Open the required file in the viewer you need to distribute.
Next, follow the steps to navigate to File Viewer More Options.
In the 'More Options' menu, select the 'Distribute File' option (under the 'Share' category).
The 'Distribute File' screen appears.
Follow the steps to distribute and assign tasks as required. Additionally, you need to consider the following points when distributing files using this method:
When you distribute files, a list of project users, distribution groups, roles, or organisations is populated based on their permissions to the project folder chosen for publishing files. Use the corresponding checkboxes to define recipients for the files selected for publishing.
The 'For Information' task appears by default while selecting users; however, you can change it as needed.
Below is a description of the icons available at the top right:
(Copy Previous Revision Distribution) - To copy the previous revision distribution list of the selected file. You can also modify the copied list if required for the current distribution.
(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.
Check: FAQs
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