Distribution List Master

The distribution list is a set of users to whom a transmittal, correspondence, and objects in SmartPRoject can be send through workflow.

The distribution list mainly depends on the document type. So, as the type of document varies, the list of people to whom it should get transmitted will also vary. Therefore, it is desirable to create distribution lists for document genealogies.

Distribution Lists can be created by defining users or user groups for a list. The created distribution list can be assigned to a transmittal type or to a document genealogy, so the distribution list will be available while creating a transmittal, sending documents and adding a correspondence.

To open Distribution List Master window,

1.On the Masters window, click Others.

2.On the left pane, select Distribution List Master.

The Distribution Master window is displayed.

Figure: Distribution List Master

Creating a Distribution List

A distribution list with a set of users can be created from the distribution list master.

To create a Distribution List,

1.On the Distribution List window, click on New.

The Distribution List Master window is displayed.

Figure: Distribution List Master window.

Basic details window is the default tab selected.

1.Enter the Code and Description.

2.Click Add User to add users.

3.Recipient Type is displayed as To.. by default. This can be changed to Cc..

4.Click Apply to save the changes.

Similarly, a distribution list can also be created using user groups.

Assigning distribution list to genealogy and transmittal types

After creating a distribution list, the list is assigned to a genealogy or transmittal type based on the requirement.

To assign distribution list to genealogy or transmittal type

1.On the Distribution List Master window, click on Advanced Details.

The advanced details window is displayed.

Figure: Advanced Details window

1.Click Add Genealogy to add genealogies.

2.To remove genealogy, select a genealogy and click Remove Genealogy.

3.To add Transmittal/Submittal Types, click on Add Category.

4.Select a Transmittal/ Submittal Type and click on Remove Category to remove.

5.Click Apply to save changes.

Editing a Distribution List

To edit a distribution list,

1.On the Distribution list window, select a distribution.

2.Click Edit.

Make the necessary changes.

3.Click Apply to save the changes.

Removing a Distribution List

To remove a distribution list,

1.On the Distribution List window, select a distribution list.

2.Click on Remove and select Yes to delete the distribution list.

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