Distribution Lists

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# Distribution Lists

This section describes distribution lists and how to create and maintain them. It covers the following topics:

- What is a Distribution List?

- Listing Distribution Lists

- Creating a Distribution List

- Modifying a Distribution List

- Maintaining the Members of a Distribution List

- Renaming a Distribution List

- Deleting a Distribution List

- Displaying a Distribution List

- Displaying Cross-Reference Information for a Distribution List

- Displaying Log Information for a Distribution List

- Authorizing User Access to a Distribution List

- Using Virtual Users Instead of Distribution Lists

## What is a Distribution List?

To make the distribution of reports to various users easier, you can create distribution lists. A distribution list can contain individual users, but you can also have distribution lists within distribution lists. Instead of assigning a report to multiple users, you assign it to a distribution list. It will then be distributed to all members of the distribution list.

The assignment of a distribution list to a report is done in the Distribution Attributes of the report definition.

Access authorization to objects can be granted to individual users or to a group of users contained in a distribution list; see the section Authorizing User Access to Objects.

## Listing Distribution Lists

To list all defined distribution lists:

1. Enter `4` in the command line of the Main Menu.

   The Distribution List Maintenance screen is displayed, listing all available distribution lists (in alphabetical order).

         10:25:46             **** ENTIRE OUTPUT MANAGEMENT ****            2022-11-11
        User ID XYZ           - Distribution List Maintenance -

        Cmd List     Authoriz Description                              Members Part Of
        ___ ________ ________ ________________________________________ _______ ______
         __ ALLSAILS ADMIN    Listing to starboard                           3
         __ BUCKLIST ADMIN    Don't fear the list                            5
         __ GENEVA   ADMIN    List on the water                              5    *
         __ HARRLIST ADMIN    While my list gently weeps                     4    *
         __ LEDDED   ADMIN    Stairway to list                               4
         __ LIVGREN  ADMIN    Point of know list                             6
         __ LOAFLIST ADMIN    List out of hell                               5
         __ NEILIST  ADMIN    Cowgirl in the list                            4    *
         __ PURPLIST ADMIN    Strange kind of list                           5
         __ ROYALIST ADMIN    We will list you                               4
         __ SABLIST  ADMIN    List bloody list                               4    *
         __ STEVLIST ADMIN    Stop dragging my list around                   2
         __ SUPERLST ADMIN    List of the century                            5    *
         __ TULLIST  ADMIN    Thick as a list                                6
         __ WISHLIST ADMIN    Throw down the list                            4
       Top Of Data
        Command => ___________________________________________________________________
       Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
             Help  Add   Exit  Flip               -     +                      Menu

2. From this screen, you invoke the functions for the maintenance of distribution lists as described below.

#### Fields

Fields | Explanation
--- | ---
List Name | Enter selection criteria for the name of the list. You have the option to enter selection criteria ending with an asterisk (*).
Description | A short description of the list.
Members | The number of members in the list.
Part Of | An asterisk (*) in this field indicates that the list is member of another distribution list.

## Creating a Distribution List

To create a new distribution list:

1. Press PF2 (Add) on the Distribution List Maintenance screen.

   The Define Distribution List window is displayed.

2. Enter a name and a short description for the distribution list; then press ENTER to validate the data.

3. Press PF5 (Do) to save the list.

## Modifying a Distribution List

To modify a distribution list:

1. 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 is displayed for the distribution list you have selected.

   In this window, you can modify only the Description field.

2. Enter a new description. Then press PF5 (Do) or ENTER to save your modifications.

3. Depending on the `COMMIT` option (see SET command), you may be prompted to confirm the modifications.

4. To add or delete members, see Maintaining the Members of a Distribution List.

## Maintaining the Members of a Distribution List

Members of a distribution list can be individual users or other distribution lists.

The following functions are available:

- Listing the Members of a Distribution List

- Adding a Member to a Distribution List

- Deleting a Member from a Distribution List

### Listing the Members of a Distribution List

To list the members of a distribution list:

1. On the Distribution List Maintenance screen, enter the line command `LI` next to the distribution list.

   The Distribution List Members screen is displayed, listing all members of the distribution list.

         10:40:16             **** ENTIRE OUTPUT MANAGEMENT ****            2022-11-11
        User ID XYZ             - Distribution List Members -
                                      List Name SONGFOLK

        Cmd  Member   List Description / User name
         __  BBA           Ballermann, Bodo
         __  DDE           Denise, Debbie
         __  DRI           Rio, Del
         __  ERI           Rigby, Eleanor
         __  HBR           Brown, Hollis
         __  IWE           Wilde, Irene
         __  JCO           Controlletti, Johnny
         __  RBE           Bear, Rastus
         __  RRA           Ratlos, Rudi
         __  VGE           Gemini, Vera
         __  VWA           Wahnwitz, Votan
         __
         __
         __
         __
       All
        Command => ___________________________________________________________________
       Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
             Help  Add   Exit  Flip               -     +                      Menu

2. Members can be added to or deleted from the list as described below.

### Adding a Member to a Distribution List

To add a member to a distribution list:

1. On the Distribution List Members screen, press PF2 (Add).

   Or:
   On the Distribution List Maintenance screen, enter the line command `AD` next to the list to receive the new member.

   The Add a Member to a List window is displayed.

2. Enter the ID of a user or the name of a distribution list.

   Or:
   To select an ID/name from a list, enter a question mark (?). A window is displayed, prompting you to press a function key:

   - To select a user, press PF4 (User-list).

   - To select a distribution list, press PF5 (Dist-list).

   A selection window is displayed, in which you mark the desired user/list with any character.

   When you press ENTER, the user/list is written into the Add A Member To A List window.

3. Press ENTER again.

   A message confirms that the user/distribution list has been added to the distribution list.

4. Press PF3.

### Deleting a Member from a Distribution List

To delete a member from a distribution list:

1. On the Distribution List Members screen, enter the line command `DE` next to the member you want to delete.

2. A window is displayed, prompting you to confirm the deletion.

## Renaming a Distribution List

To rename a distribution list:

1. On the Distribution List Maintenance screen, enter the line command `RN` next to the distribution list you want to rename.

2. A window is displayed in which enter the new name of the distribution list.

## Deleting a Distribution List

To delete a distribution list:

1. On the Distribution List Maintenance screen, enter line command `DE` next to the distribution list you want to delete.

2. Depending on the `CONFIRM` option (see SET command), you may be prompted to confirm the deletion.

## Displaying a Distribution List

See Listing the Members of a Distribution List.

## Displaying Cross-Reference Information for a Distribution List

To display cross-reference information for a distribution list:

1. On the Distribution List Maintenance screen, enter the line command `XR` next to the appropriate list.

   The XREF of Distribution List window is displayed:

       +------------------------------------------------------+
       !            - XREF of Distribution List -             !
       !                       LIST-1                         !
       !                                                      !
       !   M  Relation Type                        Number     !
       !   _  ___________________________________  ________   !
       !   _  Authorization Report                            !
       !   _  Authorization Bundle                            !
       !   _  Authorization Printer                           !
       !   _  Authorization Distribution List                 !
       !   _  Report Definition (Distribute to)         216   !
       !   _  Member of a Distribution List               1   !
       !                                                      !
       !   PF3 = Exit                                         !
       +------------------------------------------------------+

2. To list the objects of a relation type, mark it in the "M" column.

   A window is displayed, listing all objects of the type selected.

   #### Special PF Keys

   Key | Name | Function
   --- | --- | ---
   PF7 | Top | Scroll to the top of the 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.

## Displaying Log Information for a Distribution List

To display log information for a distribution list:

1. On the Distribution List Maintenance screen, enter the line command `LO` next to the desired distribution list.

   The Log Display screen is displayed for the distribution list selected.

2. To display more information about a log entry, you enter the line command `IN` next to the entry.

   For further details, see the section Displaying Log Information for an Object.

## Authorizing User Access to a Distribution List

To authorize user access to a distribution list:

1. 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 is displayed.

2. To grant authorization to a user, proceed as described under Authorizing User Access to Objects.

## Using Virtual Users Instead of Distribution Lists

If in your organization large numbers of reports are sent to a large number of users, this may cause performance problems. In this case, "virtual" users can be used instead of distribution lists, as outlined in this section.

- General Information

- Original Scenario - Distribution List

- Alternative Scenario - Virtual User

### General Information

When Entire Output Management creates an active report, it sends it to the `#Inbasket` folders of all users specified in the report's distribution attributes. With a large number of users, this may cause a considerable CPU workload for the Entire Output Management monitor and also require considerable space in the Adabas database containing the Entire Output Management system file, because a so-called "mail record" is created for every user. The same is true if an active report is not sent to a large number of individual users, but to a distribution list containing a large number of users.

If this causes performance problems in your environment, you may consider using a "virtual" user instead of a distribution list.

### Original Scenario - Distribution List

Imagine the following scenario:

- A distribution list `FINANCE` is defined, which contains as users all staff members of the Finance department (defined users `USER01` to `USER50`).

- A report is defined with the distribution list `FINANCE` specified as the recipient of the report (in the Distribution Attributes).

As a result, the active report will be sent to every `#Inbasket` folder of every single user (`USER01` to `USER50`).

Another aspect is that a new employee joining the Finance department and added to the distribution list `FINANCE` can only see the active reports sent to the distribution list after he/she was added to the distribution list. However, it may be desirable that all employees in the department see all active reports, including older ones.

### Alternative Scenario - Virtual User

The alternative scenario with a "virtual" user instead of a distribution list would be this:

- You define a user `UFINANCE`.

  In the Authorization Definition of this user, you specify `PUBLIC` as Granted User ID.

- In the Distribution Attributes of the report, you specify `UFINANCE` as the recipient of the report.

- You link all users to the `#Inbasket` folder of `UFINANCE`:

  For the user `USER01`, you create a folder, and in its Folder Definition you specify as Linked Folder User ID `UFINANCE` and Folder Name `#Inbasket`.

  Repeat this for the users `USER02` to `USER50`.

As a result, the active report will be sent only to the `#Inbasket` folder of `UFINANCE` (with only one "mail record" being created), and all users `USER01` to `USER50` can see it.

If a new employee joining the Finance department is later defined as `USER51` in the same manner, he/she can see also all active reports contained in the `#Inbasket` folder of `UFINANCE`

### On this page

- What is a Distribution List?
- Listing Distribution Lists
- Creating a Distribution List
- Modifying a Distribution List
- Maintaining the Members of a Distribution List
- Renaming a Distribution List
- Deleting a Distribution List
- Displaying a Distribution List
- Displaying Cross-Reference Information for a Distribution List
- Displaying Log Information for a Distribution List
- Authorizing User Access to a Distribution List
- Using Virtual Users Instead of Distribution Lists