Email Distribution Lists

You can create email distribution lists so that the list members are automatically copied on certain email notifications that are generated as part of the asset registration process. Distribution lists can help automate the asset registration workflow as members of the distribution list are notified about asset registration events that the list owner is involved in as an asset reviewer or approver. For example, if a list owner is expecting to be absent, they can "delegate" asset review and approval responsibiity by adding other authorized users to their email distribution list.

Distribution lists are created on a user's MyStuff page using the My Email Notifications page. Existing Oracle Enterprise Repository users can be selected for a distribution list, as well as external email addresses, but only if that option is permitted by the Oracle Enterprise Repository administrator.

The members of a user's distribution list will be copied on an email in the following circumstances:

• On the following notification emails:

  • Asset Accepted
  • Asset Assign
  • Asset Registered
  • Asset Submission/Rejection
  • Asset Unaccepted
  • Asset Unassigned
  • Asset Unregistered
  • Asset Unsubmitted

• In the Asset Editor when the distribution list owner clicks:

  • any email envelope icon on the Administration tab, except the Notify Subscribers icon.
  • the Approved By email envelope icon on any asset approval tab.

Managing Email Distribution Lists

These procedures are performed in the Email Notifications section in the Oracle Enterprise Repository My Stuff screen.

Creating a Distribution List

1. Click the Create button to open the Update Distribution List dialog.
2. To find specific internal users:
• Enter appropriate text in the Name text box.
• Use the Department list to narrow the search.
• Click the Search button.
3. To list all internal users, click the List All Users button.
4. Add users to the distribution list by using the >> and << buttons to move users from the Search Results column to the Selected Users column. To add or remove all users from either column, use the All >> and All << buttons.

Note: Distribution list can contain a maximum of 20 members.

5. To add external users to the list, type the email addresses in the Additional Email Addresses box, using commas as delimiters.

For example: jack@msn.com,jill@yahoo.com,jake@comcast.net

6. Click OK to save the distribution list.

Creating a Distribution List

1. Click the Update List button to open the Update Distribution List dialog.
2. Add new members or remove members following the instructions in Creating a Distribution List.
3. Click OK to save the distribution list.

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