Distribution List Guidelines
You set up distribution lists to route messages to certain groups of employees. When you create a distribution list, you first add a parent address book number using Address Book (P01012). Next, you use Group Revisions (P02150) to add members to the distribution list as children of the parent address book number. Finally, you attach the distribution list to an Information or Action task. When a JD Edwards EnterpriseOne workflow process invokes an Information or Action task, JD Edwards EnterpriseOne Workflow uses the distribution list that is attached to the Information or Action task to determine to whom the message is sent.
Before you create a distribution list, you must decide whether the distribution list will use group processing or hierarchical processing. Also, if you do not want to use an existing structure type for the distribution list, you must add one to the system using the User Defined Codes (P0004A) program.
For group processing, create a distribution list in which all members are first-level children of the address book number of the distribution list. You can then arrange members into groups.
For hierarchical processing, create a distribution list that reflects the hierarchical structure of the organization. For example, multiple managers might have multiple employees. It is recommended that you set up a new structure type for each distribution list that uses hierarchical processing.
You can use the Work With Distribution Lists form to view all the distribution lists of which a child is a member.
Consider these guidelines when creating distribution lists:
Do not include an individual in more than one list of the same structure type. A user cannot appear twice in one structure type if the list is used with hierarchical processing.
Threshold values assigned to members of a group must be higher than the threshold values assigned to members of the next lower group. For example, the members of Group 2 must have higher threshold values than the highest threshold value in Group 1.
Depending on how you set up distribution lists and threshold values, situations might arise for which an action message is not sent to any member of a distribution list. In these cases, the application developer, JD Edwards EnterpriseOne workflow process designer, or both should take steps to ensure that a process instance completes successfully. Specifically, developers must code for the possibility that an action message is not sent and the approval code field in the additional data structure is not updated.
Use one of these two options to enable a process to complete successfully, even when no action messages are sent:
Make sure all additional data structure variables used to store action message results (the approve or reject response) are initialized with an appropriate default value. For example, use A for automatic approval and R for automatic rejection.
Make sure that any conditional rule that evaluates action message response variables after the message task considers values other than A or R. For example, if the approval code variable is not initialized, the field may have a blank value (" ") by default.