This article provides information about the Settings/Configuration/Distributions page. Use the Distributions page to configure assignment distributions to create plan review assignments efficiently.Prerequisites: 

Workflow distributions are recommended when EPR is running as a stand alone product or when an integrated partner will not import plan review assignments using our ConnectAPI.

Configure Project Types for Permitting and Design Review Lists.Prerequisites:

1. Configure Review Types for Permitting and Design Review Lists.
2. Configure Groups for Permitting and Design Review Lists.
3. Create user accounts for plan reviewers.
   1. Assign plan review users to Permitting and Design Review groups .
4. For each project type, you will need:
   1. A list of plan review documents that will typically be required, by discipline (review type).
   2. A list of group members who will typically be assigned to these projects.

...

1. A Purpose and Project Type
2. One or more Review Types
3. One or more Groups
   1. Optionally, a 'named user', who is a member of the group.

...

...

1. 1. .

In this article:

...

...

Understanding Workflow Distributions

During Workflow distributions significantly improve the document intake process, all active Permitting or Design Review workflow distribution records that match the project's selected Purpose and Project Type will be triggered to run. By evaluating each incoming PDF's filename to match the abbreviation of a review type list record, the workflows can determine how to create plan review assignments for the appropriate groups/users.The by triggering which groups and users should receive plan review assignments whenever new plan review documents are uploaded. 

At a high level, from the Project Intake page, a plan review document can generate one or many plan review assignments and each assignment is associated to a Group.

Workflow distributions can also be configured to check the document filename to see if it matches an expected pattern, or to ignore the document filename altogether.

During the intake process the intake user can choose to accept workflows as configured and the configured workflows, or make modifications if needed, before actually creating the assignment tasksplan review assignments and notifying those users.

About Review Types

The Review Type lists serve two uses:

1. To match the first four letters of the filename to a Review Type abbreviation.
2. As To provide additional information to on plan review assignments when a multiple assignments are created for a document for the same Group. For example, a document assigned to the Building department (group) for a structural review type and to the Building department (group) for a civil review type.

Groups

Groups serve two uses:

...

Documents will be approved/rejected by each Group as a whole, with whatever disciplines consist in the file. For this reason, communication to your project owners/architects/contractors, etc. who provide plan review documents should include instructions on how PDF's for plan review should be assembled, based on how you distribute plans to your plan reviewers and the disciplines they can stamp (approve). 

For example, some reviewers may conduct approve mechanical, electrical and plumbing review plans, so one document that contains of all three disciplines is acceptable. 

...

• Create a Review Type called: Mechanical/Electrical/Plumbing and set its abbreviation to: MEP. 
• Incoming files for these users/project types should be prefixed as: MEP_helpfuldescriptionhere.pdf

Create other Review Type list records for each single discipline or combination of disciplines as needed.

...

File Naming Requirements for plan review documents

Incoming PDF's that follow file naming requirements provide the ability to distribute the documents create plan review assignments to the appropriate reviewers/groups . When the by matching the leftmost 4 characters in the filename to the left of that preceed the underscore ( _ ) match against the abbreviation Abbreviation of a Review Type , active workflow distributions record. 

Optionally, if the Review Type setting on the workflow record has been set to 'Any', the first 4 characters of the filenames will be ignored and plan review assignments will be triggered during intake. The Review Type abbreviations may not exceed 4 characters., assuming the filename includes the required underscore character.

Using the three documents below as an example, the Mixed Use workflow record (above) would trigger 4 assignments to assignments for the CIVL_Notes.pdf and MEP_Landscape.pdf

No assignments would be auto-created :for the Sprinkler Diagram.pdf, because a Review Type prefix (and underscore character) are missing from the filename.

In this example, no assignments would be auto-created for the Sprinkler Diagram.pdf, because a Review Type prefix (and underscore character) are missing from the filenameIf the 'Any' checkbox was enabled, any documents that included an underscore character would be used to create assignments. The filenames are not matched to a Review Type abbreviaton.

...

1. Automated Distributions must be toggled ‘on.’
2. The Distribution record must be 'Active'.
3. The Project record's project type value must match to a Distribution workflow record's project type.
4. Incoming filename(s) must contain an underscore character to delineate the file as a plan review document.
5. Incoming filename(s) must be prefixed with a Review Type abbreviation unless the 'Any' checkbox is enabled.