Assign a Distribution List to a Form Template at the Project Level

You can assign additional distribution lists to a form template on a project, so when you change a workflow status, a PDF copy of the form is sent to the distribution list. This list will supplement any distribution lists set up for the form template at the business unit level.

1. Confirm that the correct business unit is selected in the Business Unit field, and that the correct project is selected in the Project field.
2. Select Project Setup > Assign > Form Templates.
3. (Optional) In the Form Templates screen, use the Search pane to find the form template you want.
   1. Enter search criteria.
   2. Select the Project Form Template checkbox.
   3. Click Search.
4. In the Project Forms pane, right-click on the form template and select Distribution List to open the Distribution List window.
   
5. From the Distribution List window, in the Project Distribution List column header , click , and select Add Distribution List.
   The Add Distribution Lists window appears.

   

   1. From the Add Distribution Lists window, click the drop-down arrow for the Please select a status field, select the checkbox for each status to which you want to assign the distribution list, and then click Close.
      Important: When configuring form schedule notifications, make sure to assign the distribution list to the first status of the form.
   2. Select a distribution list as follows:
      • Click in the Search field, type the name of the distribution list you want to assign to the status, and then click Search.
      • In the Distribution List grid, select the checkbox for each distribution list you want to assign.

      Note: The distribution lists displayed in the Distribution List column for each status are assigned at the business unit level, and cannot be changed at the project level. You do not need to assign these lists to the status again.
   3. Click Save to save your changes and return to the Distribution List window.
6. (Optional) If you want to include a project organization in the form distribution, in the Distribution List screen, click in the Project Organizations column, and then select Add Project Organisation.
   1. In the Add Project Organisation window, click the drop-down arrow for the Please select a status field, select the checkbox for each status to which you want to assign the organization, and then click Close.
   2. Select an organisation as follows:
      • Click in the Search field, type the name of the organisation you want to assign to the status, and then click Search.
      • In the Organisation grid, select the checkbox for each organisation list you want to assign.
   3. Click Save to save your changes and return to the Distribution List window.
7. (Optional) If you want to add an external email address:
   1. Click the plus sign next to Project Distribution List and click Add External E-Mail Address.
   2. Select a status to apply to the external email address.
   3. Enter the external email address.
   4. Click Save.
8. (Optional) Next to each status, select checkboxes to send PDF copies of the form to additional recipients:
   • Notify Issued By Person
   • Notify Issued By Organisation
   • Notify Issued To Organisation
9. Click Close.