Distribution Lists

Distribution lists are named groups of recipients used to broadcast transmittals, correspondence, and system notifications to a defined audience with a single selection. Instead of adding individual recipients each time a document package is issued, you select the list and every member is included automatically. Membership is managed centrally, so updating a list immediately affects future issues — without editing individual transmittals or correspondence items.

List scope: organization vs. project

Scope	Visibility	Typical use
Organization	Available across all projects in the organization.	Shared client contacts, standing regulatory recipients, organizational broadcast groups.
Project	Visible only within a specific project.	Project-specific reviewer pools, discipline leads, site team distribution.

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Creating a distribution list

1. Go to Admin → Distribution lists.
2. Select New list.
3. Enter a Name and optional Description to make the list's purpose clear.
4. Set the Scope (organization or project).
5. Add Members: search for team members by name or email. External email addresses that are not Kazinex users can also be added for transmittal and correspondence broadcast.
6. Save.

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Managing membership

Action	Steps
Add member	Open the list → Members → Add member.
Remove member	Open the list → Members → select the member → Remove.
Replace member	Remove the old member, add the new one. Future issues use the updated list.
View member history	The list audit log records every addition and removal with a timestamp and acting user.

Changes to a list take effect on future issues only. Transmittals and correspondence items already dispatched retain the recipient snapshot captured at dispatch time.

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Using a distribution list

In transmittals

When creating or editing a transmittal, select the distribution list in the Recipients field. All list members are added to the To or CC field (configurable). Recipients can also be added individually alongside the list.

In correspondence

When composing a correspondence item (RFI, NCR, TQ, etc.), select the list in the To or CC field. The list expands to individual addresses on dispatch.

In distribution rules

Project admins can reference distribution lists in Mail Distribution Rules. When a rule condition matches, the list is automatically added as a recipient without manual selection.

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Organization-scope vs. project-scope behavior

Organization-scope lists are shared. Any project admin in the organization can use them, but only organization admins can edit membership. Project-scope lists are owned by the project and editable by project admins.

If a member leaves a project, removing them from the project-scope list immediately removes them from future issues. Their name remains on previously issued items as an immutable dispatch record.

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Related

• Correspondence Hub — using lists when sending correspondence

• Transmittals Guide — using lists when issuing transmittals

• Mail Distribution Rules — auto-routing rules that reference lists

• Team Management — managing team members included in lists

• Name lists by function or discipline: Civil Reviewers, Client Weekly, Subcontractor Package A.

• Keep lists current by removing members who have left the project.

• Avoid large all-team lists for review workflows. Use reviewer groups in the review matrix instead.

• Archive lists that are no longer active rather than deleting them to preserve historical record integrity.