Why Track Distributions
Once you've sent a document, risk assessment, or form to people, you need to know who has acknowledged it and who hasn't. Tracking distributions helps you follow up on unread items, meet compliance deadlines, and prove to auditors that the right people have seen critical content. The system surfaces status in your Inbox, on the entity's Distributions tab, and on person pages—so you can see completion rates, overdue items, and who still needs to act.
How to View Distribution Status
In your Inbox: Go to your Inbox (the default landing page). Pending distributions appear as cards with the entity name, acknowledgment type (Confirm Reading, eSign, Quiz, or Form Submission), and due date. Overdue items are highlighted. Toggle Show completed to see distributions you've already acknowledged.
On the entity: Open the document, risk assessment, or form, click Manage, then the Distributions tab. You'll see one-time distributions and recurring policies with progress bars showing acknowledged vs. overdue vs. pending counts. Each distribution lists recipients and their status.
On person pages: Go to People, open a person, and check the Documents, Risks, or Forms tabs. You'll see their pending and completed distributions for that module.
How to Follow Up on Unread Items
Open the Distributions tab on the document, risk assessment, or form
Find the distribution with pending recipients—the progress bar shows how many have acknowledged
Recipients who haven't acknowledged yet appear in the list with a pending status
The system sends outstanding items notifications (e.g. daily summary emails) to remind people with pending distributions—configure this in Settings > Notifications
You can't manually resend a distribution, but recurring policies with Group Change or Schedule triggers will automatically create new distributions for people who join later or on the next scheduled run.
How to Cancel a Distribution
Open the Distributions tab on the entity
Find the distribution or policy you want to cancel
Click Cancel (or Cancel all for policies with multiple instances)
Confirm in the dialog
Cancelling removes the distribution from recipients' Inboxes and stops any future instances from that policy. Note: Acknowledgements that have already been completed remain in the audit trail—cancelling does not remove them.
Automated Triggers and Reminders
Triggers create new distributions automatically:
Group Change: When someone joins a group that has a recurring policy, they receive the distribution
New Version (documents): When you publish a major version, the policy redistributes to the configured groups
Published Assessment/Form: When you publish, the policy creates a distribution for the selected groups
Schedule: The policy runs on an interval (e.g. every 12 months) and creates a new distribution each time
Reminders: The system sends outstanding items notifications to users with pending distributions. These typically include a count of pending and overdue items and a link to the Inbox. Configure the schedule and preferences in Settings > Notifications.
Before You Start
You need the Manager role (or higher) for Documents, Risks, or Forms to view and manage distributions. To cancel distributions, you need the cancel-distribution permission (typically Admin). Recipients see their own distributions in the Inbox regardless of module role—they only need access to view the entity.
Common Questions
Why don't I see a distribution in my Inbox? Check that you're a recipient (either directly or via a group). Ensure the distribution hasn't been cancelled. If you've already acknowledged it, toggle Show completed to see it.
Can I recall a distribution after someone has acknowledged? You can cancel the distribution, but completed acknowledgements stay in the audit trail. Cancelling only affects people who haven't acknowledged yet.
How do I know if someone is overdue? On the entity's Distributions tab, the progress bar shows overdue (red), acknowledged (green), and pending (grey) segments. Recipients with a due date in the past and no acknowledgement appear as overdue.