How to Change Distribution List Membership with SU DistList Manager
SU DistList Manager is used to add and remove email addresses from distribution lists at Seattle University. For the purposes of this documentation, we’d like to provide the following terms we will be using throughout the document:
Term | Definition |
|---|---|
internal user | an email address that ends in @seattleu.edu |
external user | an email address that does not end in @seattleu.edu |
distribution list | a list of users to which one email can be sent to all users separately, formerly known as a “listserv” or also referred to as a “distribution group” or “mailing list.” |
alias | the part of an email address before the @ symbol. Example: the alias of law_scholars@seattleu.edu is law_scholars |
list manager | this is the person or people who can add or remove users from a list. It can be one person, or many. |
Instructions
Open a new ticket in Jira, and select “Update, create, or delete a distribution list” from the options under “What can we help you with?”
Enter the alias of the distribution list you wish to make changes to in the “Distribution List Name” field, and select the “Change Members” button. You can only make changes to one list at a time.
You will have two options for updating the list: providing the changes via csv file, or providing the changes in the user fields. You can only update the list via one option. Here’s some guidelines to help you pick which option works for you:
If you need to add or remove external users from the list, you must use the CSV method.
If you are adding or removing a large number of users, the CSV might be easier.
If you are only adding or removing a couple of people, and they are all internal users, using the fields might be better.
You can both add and remove users in the same ticket.
If you are using the CSV file method, please follow the instructions in the documentation for Adding or Removing People from a Distribution List: Creating a CSV File. There is a template provided in the documentation, for convenience.
If you are using the user fields, start typing the person’s email address or name, then select the one you need.
Submit the ticket.
The process to make these changes runs automatically multiple times a day. You will receive email updates to the Jira ticket as the process completes.
If you are not the list manager, the list manager(s) will be emailed to approve or deny your request to change the distribution list. If they approve the request, your changes will be made. If they deny your request, you will receive an email and they will have an opportunity to let you know why.