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Create and Use Distribution Lists

Role: Project Admin or Initiator
Time: 15 minutes
Prerequisites: Team members are added to the project; you have at least Initiator access

Distribution lists are named groups of recipients that you can add to correspondence or transmittals in a single click. Instead of adding each team member individually every time you send an NCR, you add the "Quality Team" list and all members are included automatically.

Step 1: Navigate to Distribution Lists​

  1. Go to Correspondence → Distribution Lists in the left navigation.
    • Alternatively: Settings → Distribution Lists for org-level lists.

You see the list of existing distribution lists (empty for a new project).

Step 2: Create a project-level distribution list​

  1. Click New Distribution List.
  2. Configure:
FieldValue
NameQuality Team
DescriptionInternal quality team for NCR and inspection notifications
ScopeProject (available only in this project)
  1. Under Members, click Add Member:
    • Search and add: Quality Manager, Quality Engineer, Quality Director
  2. Click Save.

The "Quality Team" list is now available when composing correspondence or transmittals.

Step 3: Create an org-level distribution list​

Organisation-level lists are available in all projects. Use them for standing groups that exist across projects — senior leadership, the document control team, or a compliance address.

  1. Go to Settings → Organisation → Distribution Lists (Org Admin required).
  2. Click New Distribution List.
  3. Configure:
FieldValue
NameDocument Control Team
DescriptionOrganisation's document control staff — CC on all transmittals
ScopeOrganisation
  1. Add members: Document Controller 1, Document Controller 2, Senior Document Controller.
  2. Save.

This list appears in all projects' distribution list selectors.

Step 4: Use a distribution list in correspondence​

  1. Go to Correspondence → New Correspondence.
  2. Fill in Type, Subject, and primary To recipient.
  3. In the CC field, start typing "Quality" — the Quality Team distribution list appears as an option.
  4. Select Quality Team — all three members are added to the CC field.
  5. You can still add individual recipients alongside the list.
  6. Compose the body and click Send.

All members of the Quality Team receive the correspondence.

Step 5: Use a distribution list in a transmittal​

  1. Go to Transmittals → New Transmittal.
  2. Under Recipients, click Add from Distribution List.
  3. Select Document Control Team — all members are added to the recipient list.
  4. Adjust each recipient's acknowledgment requirement (To = ack required, CC = no ack required).
  5. Complete the transmittal and issue it.

Step 6: Add or remove list members​

Distribution lists change as project teams change. Keep them up to date:

To add a member:

  1. Open the distribution list.
  2. Click Add Member → search and select the new member.
  3. Save.

To remove a member:

  1. Open the distribution list.
  2. Click the × next to the member's name.
  3. Save.

Changes take effect immediately — future correspondence using the list will include the updated members.

Step 7: Use distribution lists in distribution rules (automation)​

Combine distribution lists with distribution rules for full automation:

  1. Go to Settings → Mail → Distribution Rules → New Rule.
  2. Condition: Correspondence Type = NCR.
  3. Recipient: CC → Distribution List → "Quality Team".
  4. Save.

Now every NCR automatically copies the Quality Team — without the sender needing to add them manually. See the Mail Distribution Automation tutorial for a full walkthrough.

Verification​

After setup, confirm:

  • Distribution lists appear in the CC dropdown when composing correspondence
  • All members of the list are added when selected
  • Org-level lists appear in all projects
  • Sending a test correspondence copies all list members correctly

What's next​