Use 'Request Service' or explore 'Related Services' for further assistance.
There are three types of distribution lists available. This page explains how each type is created and how users can request a list.
Quick Summary:
- Temporary lists = fixed membership, short-term
- Dynamic lists = real time membership based on Active Directory attributes
- Query-based lists = scheduled updates based on Banner data
The sections below provide additional details about each distribution list type, including how membership is determined and how to request them.
All email communication should follow the policies outlined in Op12.02-4 Email Communications and Email Communications Policy and Procedures.
Temporary/M-number based Distribution Lists
What is it and how is membership determined: A Temporary/M-number based Distribution List is created from a fixed list of M-numbers and is available for a specified period of time. The user requesting the DL will name the distribution list, provide a description, indicate the department authorized to use the list, and will then determine how long the list will remain available. This type of distribution list does not update after creation; it always uses the original list of M-numbers provided.
How can users request to have one created: Users with access to the Grails Distribution List application can create these lists directly. For access to the Grails Distribution List application, please request access by filling out the Distribution List request form specifying the Grails Distribution List application.
Dynamic Distribution Lists
What is it and how is membership determined: A Dynamic Distribution List is an Active Directory/Office 365 object that determines its membership at the time an email is sent. An Active Directory query runs each time the list is used, evaluating attributes such as title, location, or Banner-based fields (e.g., campus, role).
How can users request to have one created: Dynamic Distribution Lists are typically not created upon request. These lists are usually just used for very large groups of people using attributes that don't often change, such as whether someone is faculty or staff. If you believe a dynamic distribution list is appropriate, you may submit a Distribution List request form.
Query-based Distribution Lists
What is it and how is membership determined: Query-based Distribution Lists are updated on a scheduled basis by a CAMS process that runs a Banner query to see if any changes are needed. The majority of our system-managed distribution lists fall into this category. When information in Banner is updated (e.g., by HR), CAMS processes those changes on a scheduled basis (typically nightly) and updates the distribution lists accordingly.
How can users request to have one created:
Please fill out the Distribution List request form and specify:
- the criteria to be queried
- How often the list should be used
- Which users or mailboxes are authorizes to send to the list
Someone from Management Information Systems (MIS) will be in contact to follow up on the request, confirm the results of the query, create the database views, and will coordinate with ESG to create the distribution list and the proper configuration in CAMS.