Distribution Rules
InEight Document can automate the distribution of documents uploaded to the system via rule based Distribution Rules which control:
-
The default distribution (via notifications) for unrestrained documents.
-
The Format(s) of the documents each person on the distribution can download.
A user included in a Distribution Rule set will automatically be notified when documents meeting the rule based criteria of the group are released in InEight Document.
Distribution Rules are defined on a per Discipline basis.
To Define Document Distribution Rules:
-
Go to Admin then Manage Document Rules.
-
Select the Rule Type as Distribution.
-
Click New and enter a Title for the Distribution Rule (e.g. “Distribution of Electrical and Fire Drawings”).
-
At the Details tab, select the Discipline.
-
Click on the Distribution tab.
-
Select the first company to add users from.
-
Select the users within the selected company to be added to this Distribution Rule.
-
Repeat steps for other companies and users.
-
Against each selected User, tick the file formats they should get access to.
-
Edit the Access From date if required. This is the date of document upload/creation, this user will be able to download documents of this format.
-
The Notify box is used to send notifications to the user for documents related to the discipline.
-
Click Save then Close.
-
If a person removed notifications from their User Preferences and the ‘Notify’ box is enabled they will still receive a notification.
-
The Distribution Rules a user belongs to can also be reviewed/maintained via the Distribution Matrix tab of the Contact Details screen.
-
For customers who would prefer that all documents are distributed via Transmittal, the option to use distribution rules can be removed from the system completely. Contact InEight for more information.
-
If a Distribution rule is created that conflicts with defined Restricted Document Access rules, a warning message is shown.