Manage the Distribution Matrix

One of the ways that Meridian Portal helps you to specify the roles of project members is with a distribution matrix. The distribution matrix is a set of rules that specify the expertises that will review each combination of document type, discipline, and classification. Expertises are defined for the entire Meridian Portal account as described in Managing areas of expertise. Each project type can have a different set of rules. The project members are assigned to expertises for each project as described in Viewing and editing project settings. After you create the expertises and rules that are appropriate for your organization, Meridian Portal can automatically set the optional, required, and lead reviewers that are appropriate for each document as described in Sending packages.

Here is an example that demonstrates how a distribution matrix works. It assumes the Meridian Portal account is configured as follows:

This example also assumes the Meridian Portal project expertises are defined as follows:

In this configuration, a package with documents that have property values that match the distribution matrix rule above and sent via the distribution matrix will automatically be assigned to these recipients due to their memberships in the expertises and the roles that are specified in the rule:

Len Reeve (Lead Reviewer)
Serena DeCosta (Required Reviewer)
Renton Vincent (Optional Reviewer)

A distribution matrix rule is applied when one or more (in increasing priority) of the Document Type, Discipline, and Classification properties of a document match the values specified in the rule. For example, a rule that matches three of the properties will be applied instead of a rule that only matches two of the properties.

To view the distribution matrix:

1. On the Meridian Portal Landing page, at the bottom of the navigation bar, click the Account Settings icon . The Account Settings page appears.
2. In the Account Settings menu, click Distribution Matrix. The Distribution Matrix page appears and lists the existing rules.
3. From the list in the header toolbar, select the project type for which you want to view its rules. The distribution matrix updates to show the rules that are have been defined for that project type.

To add a rule:

1. On the Meridian Portal Landing page, at the bottom of the navigation bar, click the Account Settings icon . The Account Settings page appears.
2. In the Account Settings menu, click Distribution Matrix. The Distribution Matrix page appears and lists the existing rules.
3. From the list in the header toolbar, select the project type for which you want to add a rule. The distribution matrix updates to show the rules that have been defined for that project type.
4. In the toolbar, click Add. The Add New Distribution Rule dialog box appears.
5. Select values for Document Type, Discipline, and Classification. A list of the areas of expertise that have been defined for the project type appears.
6. Select one expertise as the lead reviewer (LR). You may also select one or more areas of expertise as required reviewers (RR) or optional reviewers (OR). Each area of expertise may only be assigned one review type.
7. Click Save. The new rule is added to the distribution matrix.

To edit a rule:

1. On the Meridian Portal Landing page, at the bottom of the navigation bar, click the Account Settings icon . The Account Settings page appears.
2. In the Account Settings menu, click Distribution Matrix. The Distribution Matrix page appears and shows the existing areas of expertise.
3. From the list in the header toolbar, select the project type for which you want to edit a rule. The distribution matrix updates to show the rules that have been defined for that project type.
4. In the row of the rule that you want to change, click the actions icon and then click Edit from the menu. The Edit Distribution Rule dialog box appears.
5. Select one expertise as the lead reviewer (LR). You may also select one or more areas of expertise as required reviewers (RR) or optional reviewers (OR).
6. Click Save. The distribution matrix updates to show your change.

To delete rules:

1. On the Meridian Portal Landing page, at the bottom of the navigation bar, click the Account Settings icon . The Account Settings page appears.
2. In the Account Settings menu, click Distribution Matrix. The Distribution Matrix page appears and lists the existing rules.
3. From the list in the header toolbar, select the project type for which you want to delete one or more rules. The distribution matrix updates to show the rules that have been defined for that project type.
4. Tick the checkboxes of the rules that you want to delete and then in the toolbar click Delete. The distribution matrix updates to show your changes.

To export a distribution matrix:

1. On the Meridian Portal Landing page, at the bottom of the navigation bar, click the Account Settings icon . The Account Settings page appears.
2. In the Account Settings menu, click Distribution Matrix. The Distribution Matrix page appears and lists the existing rules.
3. From the list in the header toolbar, select the project type for which you want to export a distribution matrix. The distribution matrix updates to show the rules that have been defined for that project type.
4. In the header toolbar, click the Actions icon and then click Export CSV or Export XLSX. The distribution matrix data for the selected project type downloads to your PC where you can work with it.

To import a distribution matrix:

1. On the Meridian Portal Landing page, at the bottom of the navigation bar, click the Account Settings icon . The Account Settings page appears.
2. In the Account Settings menu, click Distribution Matrix. The Distribution Matrix page appears and lists the existing rules.
3. From the list in the header toolbar, select the project type for which you want to import a distribution matrix. The distribution matrix updates to show the rules that have been defined for that project type.
4. In the header toolbar, click the Actions icon and then click Import. The Import Distribution Matrix dialog box appears.
5. Click Import. The Open dialog box appears.
6. Select the CSV or XLSX file that you want to import and then click Open. The file is imported and the results are shown in the Import Distribution Matrix dialog box.
7. When you are finished importing files, click Close.