Working with Distribution Lists (SAP Library - Business Workplace (BC-SRV-GBT))

Working with Distribution Lists

Use

If information is to be sent to a defined group of users on a regular basis, a distribution list should be configured. All users who are to receive the information are included in the distribution list. When sending documents or creating a shared folder, only the name of the distribution list must be entered to carry out the following actions:

Send a document to all users entered in the distribution list
Make a shared folder accessible to all internal users entered in the distribution list
You can also use a distribution list with internal users in other applications of the R/3 System where you have to specify several users, for example, when creating group appointments in the calendar.

Internal and external addresses can be grouped together in distribution lists. As a result, you can, for example, create a distribution list if a circular is to regularly be sent to a certain group of people. The distribution list also allows you to create a distribution list in which interested people can enter their names, for example, for a news letter.

Distribution lists are suitable, for example, for grouping together smaller units of a company, such as project groups or all the group managers of a department. As distribution lists can contain other distribution lists, a flexible representation of the corporate structure is possible.

You can also specify organizational units for sending documents or assigning authorizations. Organizational units are, however, closely linked to corporate structure and, therefore, no organizational unit exists for projects that involve more than one department, for example.

Features

Distribution lists can be entered as recipients when sending documents and can be assigned access authorizations for shared folders.

The following functions are available for distribution lists:

Functions which can also be executed on other documents:

Create, display, change, copy, print, export to PC, delete

Functions which can only be used for distribution lists:

Expand entries (completely or partially)
Combine entries to create a new distribution list
Combine entries to create a new distribution list and replace the old distribution list with the new list
Create a subscription list

In contrast to documents, distribution lists cannot be sent and links cannot be created to a distribution list.

Activities

Private distribution lists are created by users in their private folders or outbox. Shared distribution lists are created in shared folders by users with the relevant authorization.

Each user can create their own distribution lists in their private folders. However, this distribution list can only be used by the user himself and it cannot be sent. Therefore, it is advisable to create distribution lists that are of interest to several users in shared folders. This could, for example, be all the members of a project or group.