Distributions

A distribution in IssuesId is a controlled, audit-logged send of a document or drawing to one or more recipients — with proof of acknowledgement from each recipient when you need it.

Email forwards a file. A distribution forwards a file and gives you a timestamped record when the recipient acknowledges. The acknowledgement is an explicit action, not a silent receipt — which is what makes it usable in a dispute.

When you'd use one

→Sending a revised drawing pack to a sub-contractor and needing proof they got it.
→Issuing a safety bulletin that everyone on a project must acknowledge.
→Distributing a variation order that affects scope.
→Releasing a handover pack to a client with a confirmed receipt date.

Any time the line between "I sent it" and "they read it" matters, use a distribution instead of an email forward.

Acknowledgement-required vs. notify-only

When you create a distribution, choose one of two modes:

→Notify only — recipients are emailed the file. Sending is logged. No receipt required.
→Acknowledgement required — recipients are emailed the file plus an acknowledgement link. The distribution stays "outstanding" until each recipient confirms receipt. Each acknowledgement is timestamped against the user account.

For most regulated distributions (variations, safety notices, revised contract documents), acknowledgement-required is the only mode that gives you the evidence you'll want later.

Recipients beyond your team

Distributions can target:

→Named users on your tenant.
→Contractors on the project.
→Roles (e.g. "all trades on this project").
→Freeform email addresses for external parties who don't have an account.

External recipients get a tokenised acknowledgement link — they don't need to sign up to acknowledge.

The audit trail

For every distribution, the system records:

→The sender, the file, and the file's revision number.
→The full recipient list at the time of sending.
→Every acknowledgement, with timestamp and source IP.
→Re-sends and bounces.

When a recipient acknowledges, the timestamp is immutable — you cannot edit or backdate it. That's what makes the record defensible.

Linking to documents and revisions

A distribution is always tied to a specific revision of a document. If the document is later updated and a new revision is published, the distribution still references what was actually sent — not the latest version. This matters: when someone says "but I sent them rev C," the distribution proves whether they actually did.

Tip: Re-distribute when you publish a new revision. The previous distribution's receipts stand, and the new one starts its own evidence trail. Don't try to "update" the old distribution — that would invalidate the proof.

Status dashboard

The project's distribution panel shows every outstanding acknowledgement at a glance — who you're still waiting on, how long it's been, and which distributions are blocked. Use it before a milestone meeting to chase the laggards.