How do I distribute documents?

1. Temporary assignment:
First, the documents are provisionally assigned to distribution groups or individuals.

2. Control:
In the “Distribute” tab, you can check the assignments, make changes, or assign documents to another group/employee.

3. Final distribution:
With “Distribute,” the documents are finally sent to the assigned persons or groups.


Here's how you can distribute documents:

• Directly in the document: Open a document and switch to the “Mail distribution” tab to the left of the preview. Use the plus icon to select individuals or groups. The crescent moon icon on the right side of the screen takes you to the next document, where you can also distribute documents.

• In the overview: You can also assign documents directly in the overview by selecting or dragging and dropping them to the appropriate people or groups. Documents that have already been assigned are given the status “In assignment.”
• Check and final assignment: In the “Distribute” tab, you can check all temporary assignments. Only when you click on “Distribute” are the documents finally moved to the assigned persons or groups.

This multi-step distribution is particularly helpful for larger mail volumes, as it enables controlled assignment and reduces errors.

Important: We recommend always assigning documents to entire distribution groups and not just to individual persons. This ensures that documents remain available even if individual employees leave the company.

In this article, you will find a video on mail distribution.