Distribution lists
| The content of this website is last updated to F2 version 10. cBrain are working hard on supplying you with the newest documentation of F2. |
Distribution lists are lists of participants from F2’s participant register. Use distribution lists as e.g. recipients of emails to send a copy to each participant on a given list. You can also use distribution lists to quickly add chat or note participants, e.g. all users in a unit.
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.
Distribution lists are maintained in the similarly named window. Click the Distribution lists menu item on the "Settings" tab to open the window.
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.
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.
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.
Create a distribution list
Click on New in the “Distribution lists” window to 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.
Click on Add to select units and users to add to the distribution list via the "Choose participants" dialogue.
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.
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. To expand or limit the visibility, it is necessary to delete the list and then recreate it. |
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.
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.
Click on Save and close when you are finished.