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Managing Distribution Entries

Distribution Entries are documents in the distribution queue. This page explains how to view, interpret, and handle them.

Distribution Entry statuses

Status Description
Pending Waiting for processing by the Job Queue
Queued Marked for processing
Processing Being evaluated
Distributed Successfully forwarded
Pending Failure A distribution error occurred for a document within a package; error logging is deferred until the entire package is processed
Failed Distribution error - needs manual review

Package-based processing

When emails with attachments are distributed, the system groups related documents into packages. Documents belonging to the same package share a Package Id and are displayed in a tree structure on the Distribution Entry List page.

The tree view shows: - Leading document (typically the email) at the top level with indentation 0 - Package members (attachments) indented below with indentation level 1

How packages are processed

  1. All distribution entries with the same Package Id are processed together
  2. The distributor's Package Handling configuration determines which documents are transferred to the target inbound list
  3. If a document in the package encounters an error, its status is set to Pending Failure
  4. After all documents in the package are processed, any entries with status Pending Failure are updated to Failed, and error logs are created

This approach ensures that package-related errors are handled consistently and logged after the full package has been evaluated.

Tree View

The Distribution Entry List displays packages in a collapsible tree structure. You can expand or collapse package groups to see all related documents. This makes it easier to understand which documents belong together and track their processing status.

Automatic distribution

  • Runs via Job Queue Document Inbound - Document Distributor Bot (recommended every 20 minutes)
  • Batch size: up to 30 entries per run
  • Flow: Pending → Queued → Processing → Distributed; on error → Pending Failure or Failed

Tip

While processing runs in the background you can open the Distribution Entry list and reset entries that are queued to stop further processing.

Manual distribution

Manual actions

  • Distribute Manually: Choose target company + target inbound list, then distribute
  • Force Distribution: Immediate rule evaluation without the wizard. For multiple entries a background session is started to process them.
  • Reset Status: Failed → Pending (process again)
  • Remove: Select entries and delete them

Key fields (short)

  • Status: Pending / Queued / Processing / Distributed / Failed
  • Original Filename, Email Subject, Email Address: Source context
  • Barcode: If present, usable for rules
  • Target Company: Where it was/will be distributed
  • Distributed At: Timestamp on success

Error handling

Failed distributions

If status is "Failed" or "Pending Failure":

Select the entry and use the log panel on the right-hand side to see error details.

Common causes: No matching rule, target list missing, permission issues, Smart Processing error, classification failure

About "Pending Failure" status: - This status appears when a document within a package encounters an error during distribution - The error is logged after the entire package has been processed - Once the package processing completes, the status is updated to "Failed" and detailed error information is available in the log

Fixes: Adjust rules or verify target, optionally Distribute Manually, then Reset Status and process again

Session issues

Problem: Entries stay in "Queued"

Solution: Check the Job Queue; if stuck, Reset Status and process again

Best practices

  • Error monitoring: Review failed entries daily
  • Job Queue: Ensure it stays active
  • Testing: Test new rules with manual uploads

Tip

BLOB data is deleted automatically after successful distribution to free space. Remaining entries act as a log and can be removed if needed.

See also