Distribution lists

Distribution lists are lists of users and units. Use distribution lists as e.g. recipients of emails to send a copy to each user and unit on a given list.

All users can create personal distribution lists. However, only users with the “Distribution lists editor” privilege can create and manage the shared distribution lists in F2.

It is possible to add other units and users (also from other F2 authorities) along with external participants to a distribution list. This allows for a list that contains a mix of participants from the user’s own authority and participants from other authorities, units and external participants.

It is also possible to add a distribution list to another distribution list. This makes updating distribution lists easier as distribution lists that contain the original list will automatically be updated when the original list is updated.

Figure 1. The menu item “Distribution lists” on the “Settings” tab

Distribution lists are maintained in the similarly named window. Click the Distribution lists menu item on the "Settings" tab to open the window.

The “Distribution lists” window

You can create new distribution lists and manage existing ones in the “Distribution lists” window. The distribution lists can be sorted using the following columns: “Name”, “Last changed”, “Created”, and “Visibility”.

The “Visibility” column indicates whether a distribution list is private or shared. A private list is given the “Me” visibility value, while a shared distribution list is given the “Everyone” visibility value.

Figure 2. The “Distribution lists” window

The distribution list’s content is displayed by expanding the node. For a more detailed overview of a distribution list, select it and click on Show content in the ribbon. This opens the dialogue “Show content: [Distribution list]” that shows the content of the distribution list at the time of opening.

Figure 3. The dialogue "Show content: [Distribution list]"

Create a distribution list

Click on New in the “Distribution lists” window to create a new distribution list.

Figure 4. Create a new distribution list

The “New distribution list” dialogue opens. Give the distribution list a name. The name must be unique.

Select the list’s visibility using the “Who can see the list?” drop-down menu. Select “Me” for a private list, and “Everyone” to create a shared list. You can only create shared lists if you have the "Distribution lists editor" privilege.

Figure 5. The “New distribution list” dialogue

Click on Add to select units and users to add to the distribution list via the "Choose participants" dialogue. Add a participant by either double-clicking on the participant or select the participant and click on Add participant(s).

Figure 6. Selecting participants for a distribution list

It is also possible to perform an advanced search for participants by clicking on Advanced search. Read more about searching for participants.

Click on OK to finish and return to the “New distribution list” dialogue. Here you can add users and units on hierarchical sublevels to the list by using the functions of the “Include” menu group, shown below.

Figure 7. Include units and users from the selected units

Click on Save and close to finish editing the distribution list. The distribution list is then created.

It is not possible to change a distribution list’s visibility after it is created.

Edit and delete distribution lists

You can edit and delete any distribution list you have created. Select a list in the “Distribution lists” window and click on either Edit or Delete.

Figure 8. Edit or delete a distribution list

To delete a distribution list, click on Delete. F2 asks for confirmation before deleting the list.

Click on Edit to open the “Edit distribution list” dialogue. Here you can add and remove participants by clicking on Add or Remove.

Figure 9. Edit distribution list

Click on Save and close when you are finished.