Configure Distribution List for Document Items

Modified on Fri, 24 Jan at 4:19 AM

Linarc automatically sends notification emails to project team members included in the distribution list upon the successful closure of document items such as RFIs and submittals. The distribution lists can be managed individually for each document type.

These emails include a PDF attachment of the finalized documents, ensuring easy access and reference.
You can customize the notification recipients by selecting individuals from your company's project team members, across all roles, as well as guest users associated with the project. See Manage Project Team Members and Add Guest Users to a Project to know more about adding project team members and guest users.
Additionally, specific members from the distribution list can be assigned as watchers. Watchers receive notifications for all events and updates in the workflow of these document items, keeping them informed throughout the process.

This feature guarantees that all relevant team members are promptly updated on finalized RFIs and Submittals, enhancing communication and workflow efficiency.

The Distribution List screen

Ensure that you are in the Documents module of the project. If not,
- Click the app launcher and select 'Documents'
Click 'Config' at the top
Select 'Distribution List' on the left

The screen shows the project team members from all participating companies and the external people (guest users) included in the project's distribution list. The 'Default View' shows all columns in the table. You can remove the columns you do not want to see from the table and save it as your custom view. See Customize Columns in List Views and Manage Custom List Views

to learn more.

Employee Name - The name of the project team member
Company Type - The classification of the company to which the member belongs
Contact No - The phone number of the member
Document Type - The document item type to which the member is included in the distribution list
Email Address - The email address of the member
Is Watcher - Allows you to set the member as 'Watcher' for the document type. Watchers are sent notifications on the progress of all items in that document type in each workflow stage.
Added by - The project manager or the admin who included the member to the project's distribution llist
Added on - The date on which the member was added to the distribution list
Actions - Has options to take management actions on the member, for example, to remove the member from the distribution list.

Use the 'Search' box located at the top left to find a member using any value from the table as search criteria
Right-click the column header and customize the display and order of the columns as you wish
The options at the top right allow you to filter the entries, create nested groups of entries, and manage personalized and customized views of the table. Use the links below to learn more about these:

Add members to the project's distribution list

You can add or remove people belonging to your company's team across all roles and guest users from the project's distribution list at any time.

Ensure that you are in the Documents module of the project. If not,
- Click the app launcher and select 'Documents'
Click 'Config' at the top
Select 'Distribution List' on the left
Click 'Add Members' at the bottom

The 'Select Users' pop-up shows all team members. The members who are already present on the list are pre-selected.

The following details are shown:

Name - The full name of the member

Company - The company to which the member is an employee. This includes your company and the companies to which the guest users belong.

External Member - Indicates whether the member is a guest user or not.

Email - The contact email address of the member

Select the document type from the drop-down at the top-left of the 'Select Users' pop-up
Select the members to add. Use the 'Shift' and 'Ctrl' keys on your keyboard to select more than one user at a time
Click 'OK' to add the selected members to the list.

Note: The selected users will be added only to the list for the specified document type. To include the same users in lists for other document types, please repeat the process for each type.