Creating distribution lists is very simple. They are not confined to any organisational unit (OU) so they can be accessed from any record, except if they are private or if they are set to be used for reviews or review verifications. They can be made private if applicable but this will interfere with certain uses. For example, private distribution lists can’t be used for document reviewers and review verifiers.
To create a distribution list:
The Visibility defaults to, Public; the only option in the dropdown list is to make the list Private
Click Create List to save and open the new record
Once created, users with permissions can always edit the record parameters by clicking the pencil icons by each field.
The next step is to add people to the list:
Start entering the name of a contact in the field, Search Contacts, on the Add New Member lightbox which pops-up
When the name of the desired person appears listed below, click the plus sign (+) in the Actions column to add it
Continue adding people in the same way and when finished, click the “X” in the top right corner of the lightbox to close and return to the Members tab
The new additions should appear in the members list.
It is possible to add new users to distribution lists when the user record is being created. The New User tab includes a field with a search filter to find and select distribution lists where the new user can be added.
Contacts can be removed from distribution lists simply by clicking the trash/bin icon in the Actions column of the Members tab list.
Two distribution list types are supplied with the system and can’t be edited -
Additional distribution list types can be created to help identify them.
1. Click [+]Add Distribution List Type to expand the area
2. Enter a name for the distribution list type in the field provided
3. Click, Create Distribution List Type
1. Click the pencil icon in the Actions column
2. Adjust the name
3. Click, Save Distribution List Type
1. If a trash/bin icon is available in the Actions column, clicking it will delete the item; if an item is in use, it can't be deleted