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Distribution of files

Updated: Jan 26

Broadcasting is a way of sharing records to different groups of users based on one or more conditions.


You need to create the following three elements to put it in place:


Creating a condition:

You must first access the form editor:

  1. Click on the setting icon at the top right of the screen

  2. Click on Forms


Once you have selected the form for which you want to create a mailing list, click Condition in the menu bar.


Once you have clicked on New you arrive in the Conditions interface below:


These different elements are available in this interface:

  1. Name your condition to differentiate them.

  2. List of all the fields in your Form.

  3. The selected field stores itself and offers an operator and result value that you must choose.

  4. Possible values returns all the data contained in your list field.

  5. Combination elements are used to link the display based on different result criteria.

  6. Result of your condition in color-coded JavaScript format.

  • Green = Valid syntax.

  • Red = Invalid syntax.


In order to create a good condition for a mailing list of forms, you can for example create a condition which ensures that a mandatory property of the form is fulfilled by using the Non-empty operator.


Creating a user group:

The interface is located in Users and Rights under Groups. By clicking on New you will have access to the window below:

These different elements are available in this interface:


  1. The name of your user group.

  2. The description of the group.

  3. The list of users who can be added to the group.


Once you have selected all the users who should have access to your broadcast records, click Save.



Creation of the distribution rule:

All we have to do is create a distribution rule that includes the two elements that we saw previously.


The interface is located in Data and forms under Distribution of files. By clicking on New you will have access to the window below:

These different elements are available in this interface:

  1. The name of your delivery rule.

  2. The option to apply the rule also to the web platform.

  3. The number of submissions meeting the rule.

  4. The list of all conditions per form in a drop-down list.

  5. The list of user groups available on your account.


When the rule is created, it is automatically replicated on Mobiles and Web (If option 2 is checked).


Here is an example on the mobile side following a broadcast, the files which meet the rule are automatically sent to the mobile.


Attention:


  • The distribution of files is incompatible with assignment and therefore with workflows.

  • It is not possible to use a condition on a current user field to broadcast a record

  • It is imperative to have at least one user group for a broadcast.


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