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Internal Distribution

Distribute your documents internally.

Create an Internal Distribution​

Internal distribution allows you to make a document accessible to users in your organization.

Automatic Distribution Upon Implementation​

When implementing a document, distribution can be automatic according to parameters defined during creation:

Distribution Scopes:

  • All users: Global distribution to the entire organization
  • By department: Only members of one or more departments
  • By process: Users attached to a business process
  • Custom: List of specific users
  • Distribution groups: Predefined groups

Additional Manual Distribution​

A manager can also perform additional manual distribution:

  1. Open the applicable document
  2. Click on [Distribute]
  3. Select recipients
  4. Choose options (with/without acknowledgment receipt)
  5. Validate the distribution

Recipients​

Selecting Recipients​

By criteria:

  • Department: Select one or more departments
  • Process: Users of a business process
  • Profile: By user profile type
  • Site/Location: By geographical location

Individually:

  • Search and select specific users
  • Use predefined groups

Duplicate Elimination:

The system automatically eliminates duplicates if a user matches multiple criteria.

Excluded Recipients​

You can exclude certain users:

  • People on long-term leave
  • Temporary external users
  • According to your organization's configuration

Distribution Tracking​

Internal distribution tracking

The manager has a table showing:

Global Statistics:

  • The list of recipients
  • Their status
  • The distribution date
  • The acknowledgment receipt date

Notifications to Recipients​

Recipients are notified:

  • Email: Notification with direct link to the document
  • Portal: Alert visible on the dashboard
  • Widget: "New publications" on the portal

Types of Internal Distribution​

Simple Distribution​

The document becomes available without required action from recipients.

Characteristics:

  • Free consultation
  • No acknowledgment receipt required
  • Consultation traceability (date, time, user)

Distribution with Acknowledgment Receipt​

See the article Distribution with acknowledgment receipt for more details.

Distribution with Questionnaire​

See the article Distribution with AR and evaluation for more details.

Best Practices​

Targeting Recipients​

  • Distribute only to concerned people
  • Avoid over-distribution (information overload)
  • Use predefined groups to standardize
  • Regularly update groups

Communication​

  • Accompany distribution with a clear message
  • Explain the context and objective
  • Specify expected actions if necessary
  • Indicate the effective date

Tracking​

  • Regularly consult statistics
  • Identify non-readers
  • Communicate directly if needed
  • Archive evidence for audits

See also: