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Distribution group management

Context​

Distribution Groups are "virtual services" with no direct hierarchical link. They allow grouping individuals for cross-functional communication needs.

Prerequisites​

Prerequisites
  • Directory administration rights
  • Knowledge of the organizational chart and roles
  • Understanding of the organization's communication needs

Group composition (Member types)​

A distribution group can be composed of three types of entities, offering maximum flexibility:

Services​

You select one or more services from the organizational chart.

Advantage: It's dynamic. If you add the "Marketing" service, all current and future Marketing members will receive communications related to this group without additional manual action.

Users (People)​

You add collaborators individually by name.

Usage: Ideal for temporary groups or specific expert lists (e.g., "Cyber Response Team").

Roles​

You select previously defined cross-functional positions.

Example: Include the "First Response Team Member" role. All users with this role in their profile will be targeted.

Usage and Functionality​

Mass communication​

Allows addressing official documents, news, or notifications to a heterogeneous group of people.

Precise targeting​

You can mix member types. A "Quality" group can contain:

  • The "Quality Assurance" service (all its members)
  • 3 specific directors (Users)
  • All "Quality Correspondents" (Roles)

Dynamic management​

  • Automatic addition: New members of an included service are automatically added to the group
  • Automatic removal: Departures or transfers are automatically reflected
  • Real-time updates: Role modifications are taken into account immediately

Distribution modes​

Distribution is the action of sending an official document to a set of recipients (often using Distribution Groups).

Electronic distribution (Internal)​

This is the most common mode for internal communication.

Electronic distribution form

How it works:

  • Recipients receive a notification in Avanteam
  • An email containing a direct link to the document is sent
  • Traceability: The system precisely records who received the information and when

External distribution​

Allows transmitting documents to people without an Avanteam account.

Mechanism:

  • Sending an email with a secure download link
  • Security: The administrator can configure a validity period for the download link
  • No Avanteam authentication required

Paper distribution​

Used when proof of delivery must be physical or for workshop displays.

How it works:

  • Distribution slip: The application generates an accompanying document summarizing the transmitted documents
  • Tracking: Allows manual tracing of document delivery
  • Archiving: Filing the signed slip once the action is completed
Tip

Acknowledgment of Receipt (AR)

For critical documents (safety instructions, HR procedures), you can activate the "With Acknowledgment of Receipt" option. The recipient cannot close their reading task until they have clicked the confirmation button, thus ensuring that the information has been properly reviewed.

Creating and managing a distribution group​

Creation​

  1. Go to Directory > Distribution groups
  2. Click on Create a group
  3. Fill in the information:
    • Name: Group name (e.g., "Quality Committee")
    • Description: Group objective
    • Type: Internal, External, Mixed

Adding members​

  1. Open the group record
  2. Use the + Add button
  3. Select the member type:
    • Service: Select from the organizational chart
    • User: Search by name
    • Role: Select the desired role

Modifying a group​

  • Add or remove members at any time
  • Modify group properties
  • Review distribution history

Deleting a group​

Warning

Deleting a distribution group does not delete distributed documents, but prevents its future use for new distributions.

Use cases​

Business Case (Quality): Procedure distribution​

Context: A new non-conformity management procedure must be communicated to all quality stakeholders.

Solution:

  1. Create a "Quality Stakeholders" group containing:

    • The "Quality Assurance" service (8 people)
    • "Quality Correspondents" (role, 15 people)
    • The General Manager (person)

  2. Launch an electronic distribution with AR:

    • The document is notified to all 24 people
    • Each person must confirm reading
    • The system tracks who read and when

Result: Complete distribution proof for ISO 9001 audit.

Business Case (Quality): Crisis communication​

Context: A product recall requires immediate communication.

Solution:

  1. Use the predefined "Crisis Cell" group
  2. Electronic distribution in "Direct" mode
  3. All members receive the alert instantly
  4. Complete traceability of readings

Best practices​

  • Clear naming: Use explicit names (avoid "Group 1", "List A")
  • Documentation: Describe the objective of each group
  • Regular review: Check the relevance of groups (recommendation: bi-annually)
  • Avoid duplicates: Prefer reusing an existing group rather than creating a new one
  • Use mixed types: Combine services, people, and roles for more flexibility