Reading tasks / covering letter
Depending on the type of contact on the distribution list, document distribution will:
- For members, create a reading task for each member and for each document specified in the activity. (Note: Some members may be subscribed to particular types of documents only.)
- For other contacts, create a covering letter/e-mail with each of the specified documents as enclosures/attachments. Typically, the document(s) are addressed to the client and CC'd to any other contacts on the list.
The reading tasks sent to members on the distribution list are fully-customisable; clicking the hyperlink opens a modified version of the
task composer. The covering letter generated for contacts on the list can also be customised to the same degree as any other outgoing document.
Who receives what
Checking the box beside a recipient on the distribution list includes them in the distribution. Contacts/members who are parties to e-mail correspondence are excluded from the distribution by default. (If multiple documents are added to the activity, only those recipients who are parties to every document are excluded) When distributing a letter, the member who completes the activity is excluded from distribution by default.
Further to this, you can control which recipient classes (file manager, file supervisor, client and other contacts) receive individual documents. The default inclusions are dictated by the type of each document.
Changes to the distribution list
If contacts/members are added to the list, removed or have their subscription altered, users can elect to update the distribution list to reflect these changes.