Manage distributions
Introduction
Once the template is created, it can be sent to multiple users. One template can have as many distributions as needed. Distributions can be managed by admins by default. Users can also be given relevant permissions to manage.
Create distribution
Distribution can be created in three ways.
Click on Save and Next as soon as the template is created
Distribute option on template listing
Create distribution from the Distributions tab
In any way, the process is the same. The only thing is that when distribution is created from the Distributions tab, one needs to select the templates. In the first two ways mentioned above, the template is prepopulated.
For this documentation, let us select the last option to create a distribution. Navigate to Forms >> Distributions >> Create distribution
This opens up a Distribute page with multiple sections. In the first section called template, select the relevant template from the dropdown. It pops up the description, name, and workflow of the template.
Template
Auto-complete form
Form distributor can enable an "Auto-complete form" option to automatically mark forms as complete if they have been pending for over 5 days or if the due date has passed (whichever is earlier). This setting is applicable only for the Self and Manager review template for the below workflows -
Team member assessment followed by a reviewer
Team member and reviewer in parallel
This will ensure that no forms remain pending after the due date. Additionally, it is beneficial for large distributions, as it eliminates the need for HR users to manually mark the forms as complete.
Please note that if there are any Mandatory fields in the HR remarks section, the setting remains disabled, and users will receive a warning message.
Distribution
On next section, Distribution, add the name of the distribution and description if needed. The distribution name should be easy to identify, as the same template can be distributed multiple times.
Dates
In this section, the Process end date is to define when the system should stop accepting inputs. Review period dates are optional and can be specified if needed.
Reminders
Select a few dates to send email reminders to users who have not completed their forms.
Users
Last section but an important one. Adding users to the distribution. There are different ways to add users to the distribution. Add them in bulk or add them one by one; the system will bring the reviewer column user automatically. Under the reviewer column, user’s manager is displayed based on the Company directory setup. If needed, one can import users via Excel, read Bulk importing users to a distribution via Excel upload. Import function typically helps when you have your own set of team members, reviewer (peers, direct reports in case of 360 forms) than what is automatically brought upon user selection.
Use switch arrows icon to exchange pairs. Click on the Trash icon to delete a user row.
Distribute, Save as draft, or Schedule distribution
Once all these sections are updated, click on Save, which saves the distribution as a draft. If clicked on distribute, it will send the form, and the relevant users will get email notifications. If it needs to be scheduled for a future date, use the schedule option.
Once distributed, this is what the distribution looks like -
Read View responses page for more details.
Delete distribution
Deleting a distribution wipes out all the data associated with that distribution. Thus, use good judgment when you want to delete a distribution.
UpRaise admin or super admin can delete a distribution from the distributions tab under the forms page. Clicking on the actions button in front of each distribution opens up the delete option.
Clicking on delete asks for a confirmation, which, once confirmed, will remove the distribution & associated responses.
Other aspects of the distributions tab
1 - Disribution name
2 - Selected template’s name for the respective distributions
3 - Date of distribution
4 - Name of the user who distributed the template
5 - Current status of distribution
6 - Number of users in the distribution
7 - Due date of the distribution is set while creating the distribution
8 - Open the distribution to check the underlying details
9 - This action is available for drafted and scheduled distribution to distribute them right away
10 - Other actions as explained in the section below
11 - Create distribution as explained in the first section
12 - This icon depicts that the distribution is automated
Other actions on the Distribution tab
As shown in the image below, clicking on actions (…) shows the dropdown with some actions for distribution.
Export to Excel - Export the distribution details like all the forms, users, questions, and responses, everything in an Excel sheet to make use of the raw data internally for different purposes.
View previous exports - The pop-up list downs all the previous exports, and you can directly download them all again if needed.
Extend due date - This option is available only for distributions in Distributed status. This is useful when you think that the initial/existing due date needs to be extended.
Stop accepting inputs - This is used when distribution needs to be closed before the set due date. Once the accepting input option is used, the form distribution is moved to Closed status.
When distribution is in Closed status, this option turns to Start accepting inputs where the duration to accepting inputs can be defined.
Clone - Clone distribution using this option
Delete - When it's needed to delete the distribution, use this option. Once deleted, there is no option to reverse this action.
Add or delete reminders
After creating a distribution, you cannot make any changes except the reminders. You can Add new reminders or delete the existing ones that are in the future.