Manage distributions
Introduction
Once the template is created, it can 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 Distributions tab
In any way, the process is same. Only thing is when distribution is created from the Distributions tab, one needs to select the templates. In first two ways mentioned above, 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 first section called template, select the relevant template from dropdown. It pop-up the description, name, and workflow of the template.
Template
Distribution
On next section, Distribution, add the name of the distribution and description if needed. The distribution name should be easy to identify as same template can be distributed multiple times.
Dates
In this section, Process end date is to define when 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, system will bring the reviewer column user automatically. Under reviewer column, user’s manager is displayed based on Company directory setup. If needed, one can import users via excel, read https://amoeboids.atlassian.net/wiki/spaces/UFESFCJD/pages/3833167921. Import function typically helps when you have your own et 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 Trash icon to delete a user ro
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 relevant users get email notifications. If it needs to be scheduled for a future date, use the schedule option.
Once distributed, this is how the distribution looks like -
Read https://amoeboids.atlassian.net/wiki/spaces/UD/pages/2883289110 for more details.