This section explains how to create a distribution list and how to add and delete members. It covers the following topics:
A distribution list is a list of users who are to be sent a particular report and provides for easy report distribution.
A distribution list can also be made up of other distribution lists.
Users and lists can be grouped into one distribution list to create a distribution hierarchy that reflects your organization's structure. You can then use a distribution list as an addressee when defining report processing by entering the list name in a Distribute To field.
Any modifications in the contents of a distribution list are automatically reflected in all reports using this list.
A distribution list can also be used to grant authorization to a group of users. For more information on authorization, see the section Authorizing User Access to Objects.
To list the names of all defined distribution lists:
Enter 4 in the command line of the "Main
Menu".
The "Distribution List Maintenance" screen appears:
10:25:46 **** ENTIRE OUTPUT MANAGEMENT **** 2002-10-01
User ID XYZ - Distribution List Maintenance -
Cmd List Authoriz Description Members Part Of
___ ________ ________ ________________________________________ _______ ______
__ ALLUSERS ADMIN Reports for all users 3
__ DRO-MAIL ADMIN Dro's Dokumentverteiler 6
__ FINANCE ADMIN Reports for Finance Department 3 *
__ LIST-1 ADMIN list 1 2 *
__ LIST1 ADMIN Only Test *
__ NOM141 ADMIN Test list for NOM141 5 *
__ NOM211 ADMIN Test list for NOM211 4 *
__ PERSONEL ADMIN Reports for Personnel Department 5 *
__ SAGBDL1 ADMIN Test API distribution list 1 5
__ SAGBDL2 ADMIN Test API distribution list 1
__ SAGBDL3 ADMIN Test API distribution list 1 2
__ SAGBLIS2 ADMIN Test API distribution list 1
__ SAGBLST1 ADMIN Test API distribution list 1
__ STEVELST ADMIN *
__ TEST1 ADMIN Test API distribution list 1
Top Of Data
Command => ___________________________________________________________________
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Add Exit Flip - + Menu
|
This screen displays a list of all available distribution lists in alphabetical order, with their description and the number of members in them. An asterisk (*) in the Part Of field indicates that the list is part of another list.
| Key | Name | Function |
|---|---|---|
| PF2 | Add | Create a new distribution list. |
| Command | Function |
|---|---|
| AD | Add a new member to a list. |
| AU | Authorize a user. See the section Authorizing User Access to Objects. |
| DE | Delete a distribution list definition. |
| LI | List members of a list. |
| LO | Display log information. |
| MO | Modify a distribution list definition. |
| RN | Rename distribution list. |
| XR | Cross references. |
You can enter selection criteria ending with an asterisk (*) in all fields marked with an asterisk.
| Fields | Explanation |
|---|---|
| List Name * | Enter selection criteria for the name of the list. |
| Description | A short description of the list. |
| Members | Number of members in the list. |
| Part Of | An asterisk (*) in this field indicates that the list is part of another distribution list. |
To add a new distribution list:
Press PF2 (Add) on the "Distribution List Maintenance" screen.
The "Define Distribution List" window opens:
+------------------------ Define Distribution List ------------------------+ ! ! ! List Name ...... ________ ! ! Description .... __________________________________________________ ! ! ! ! ! ! Command => __________________________________________________________ ! ! ! ! PF1 Help PF2 Add Pf3 Exit PF5 Do PF6 Undo ! +--------------------------------------------------------------------------+ |
| Key | Name | Function |
|---|---|---|
| PF2 | Add | Add a distribution list. |
| Field | Explanation |
|---|---|
| List Name | Enter a name for the distribution list. |
| Description | Enter a short description for the list. |
After entering data in the window, proceed as follows:
Press ENTER to validate the data.
Press PF5 (Do) to save your modifications.
A member in a distribution list can be an individual user or another distribution list.
To list the members of a distribution list:
On the "Distribution List Maintenance" screen, enter the line
command LI next to the appropriate list.
The "Distribution List Members" screen appears:
10:40:16 **** ENTIRE OUTPUT MANAGEMENT **** 2008-10-01
User ID XYZ - Distribution List Members -
List Name PERSONEL
Cmd Member List Description / User name
__ ABO Bouchard, Albert
__ ALA Lanier, Allen
__ DRO Roeser, Donald
__ EBL Bloom, Eric
__ JBO Bouchard, Joe
__
__
__
__
__
__
__
__
__
__
All
Command => ___________________________________________________________________
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Add Exit Flip - + Menu
|
The Distribution List Members screen displays a list of all the members in a distribution list. Members can be added to or deleted from a list.
| Key | Name | Function |
|---|---|---|
| PF2 | Add | Add a member to the list. |
| Command | Function |
|---|---|
| DE | Delete a member from the list. |
Note:
You must give each list a unique definition. Distribution lists
with identical definitions are rejected by the system.
| Field | Explanation |
|---|---|
| Member | The user IDs or distribution lists that compose this distribution list. |
| List Description/User Name | Descriptions of the distribution lists or the names of the users that compose this distribution list. |
There are two ways to add a member to a list:
On the "Distribution List Members" screen, press PF2 (Add).
Or:
On the "Distribution List Maintenance" screen, enter the the line
command AD next to the list to receive the new
member.
In both cases, the "Add a Member to a List" window opens:
+--------------------------------------+ ! ! ! Add A Member To A List ! ! ! ! List Name .... PERSONEL ! ! Member ....... ________ ! ! ! ! PF3 Exit PF5 Do ! ! ! +--------------------------------------+ |
| Field | Explanation |
|---|---|
| List Name | The name of the distribution list to which you are adding a member is displayed here. |
| Member | Enter the member name. This is either a user ID or the name of a distribution list. |
To add a user or a distribution list as a member to a distribution
list:
Enter a question mark (?) in the Member field of the "Add a Member to a List" window.
A window is displayed.
Press one of the following keys:
| Key | Name | Function |
|---|---|---|
| PF4 | User-list | Open a selection window displaying a list of users. |
| PF5 | Dist-list | Open a selection window displaying a list of distribution lists. |
Press PF4.
A selection window with a list of users is displayed.
Enter any character in the input field preceding the ID of the user you want to add.
The user ID is written to the Member field of the Add a Member window.
Press ENTER again.
A message confirms that the member has been added to the distribution list.
Press PF3 (Exit) to resume.
Press PF5
A selection window with a list of distribution lists is displayed.
Enter any character in the input field preceding the name of the distribution list you want to add. The distribution list selected is added as a member to the main distribution list, and its name is written to the Member field of the Add a Member window.
Press ENTER again. A message confirms that the member has been added to the distribution list.
Press PF3(Exit) to resume.
To delete a member from a distribution list:
On the "Distribution List Members" screen, enter the line command
DE nexts the member you want to delete.
A window opens, asking you to confirm the deletion.
To do so, enter the name of the member.
A message confirms the deletion.
To display cross reference information for a distribution list:
Enter the line command XR next to the
appropriate list.
The "XREF of Distribution List" window opens:
11:11:28 **** ENTIRE OUTPUT MANAGEMENT **** 2002-10-01
User ID XYZ - Distribution List Maintenance -
+------------------------------------------------------+
Cmd L! - XREF of Distribution List - ! Members Part Of
___ _! LIST-1 !_ _______ ______
__ A! ! 3
__ D! M Relation Type Number ! 6
__ F! _ ___________________________________ ________ ! 3 *
XR L! _ Authorization Report ! 2 *
__ L! _ Authorization Bundle ! *
__ N! _ Authorization Printer ! 5 *
__ N! _ Authorization Distribution List ! 4 *
__ P! _ Report Definition (Distribute to) 216 ! 5 *
__ S! _ Member of a Distribution List 1 ! 5
__ S! !
__ S! PF3 = Exit ! 2
__ S+------------------------------------------------------+
__ SAGBLST1 ADMIN Test API distribution list 1
__ STEVELST ADMIN *
__ TEST1 ADMIN Test API distribution list 1
Top Of Data
Command => ___________________________________________________________________
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Add Exit Flip - + Menu
|
To list the objects of the relation type:
Mark the input field in the "M" column preceding the appropriate type.
A window is displayed, listing all objects of the type selected.
| Key | Name | Function |
|---|---|---|
| PF7 | Top | Return to top of list. |
| PF8 | Down | Scroll one screen forward. |
| PF9 | Ext | Toggle between display of long and short report/bundle names. |
| PF11 | Sort | Sort objects in alphabetical order. |
To modify a distribution list:
On the "Distribution List Maintenance" screen, enter the line
command MO next to the distribution list you want to
modify.
The "Define Distribution List" window opens for the distribution list you have selected.
From this window, you can modify only the Description field.
Enter a new description and press ENTER to save your modifications.
A message confirms that the description has been modified.
If COMMIT is set to OFF, proceed as follows:
To save your modifications before exiting:
Press PF5 (Do).
If you do not, a window opens which asks you to commit the modifications.
To do so, enter "Y".
A message confirms that all modifications have been committed.
To add or delete a member, see the sections Adding a Member to a Distribution List and Deleting a Member from a Distribution List.
To authorize user access to a distribution list:
On the "Distribution List Maintenance" screen, enter the line
command AU next to the distribution list for which
you want to grant authorization.
The "Authorization List" window for distribution lists opens.
To grant authorization to a user, proceed as described under Authorizing User Access to Objects.
To delete a distribution list:
On the "Distribution List Maintenance" screen, enter line command
DE next to the distribution list you want to
delete.
If CONFIRM is set to ON, a window opens asking you to confirm the deletion.
To do so, enter the distribution list name in the input field provided.
A message confirms the deletion.
See the section Listing the Members of a Distribution List.
To display log information for a distribution list:
On the "Distribution List Maintenance" screen, enter the line
command LO next to the desired distribution
list.
The "Log Display" screen appears for the distribution list selected.
You can display more information about a log entry by entering the
the line command IN next to the entry.
For further details, see the sections Displaying Log Information for an Object and the Log Display screen.
To rename a distribution list:
On the "Distribution List Maintenance" screen, enter the line
command RN next to the distribution list you want to
rename.
The "Rename Distribution List" window opens.
Type the new distribution list name in the input field provided.
