The Employee Email web app and Studio have distribution list sharing options that let you control which individual users as well as which groups have permission to send emails to your custom and synced distribution lists or edit them.
Distribution lists are groups of contacts who all need to receive the same communications at the same time. For example, contacts who are all located in Vancouver would all be in the same distribution list.
Note: This functionality is only available if you send emails directly from the Studio or Employee Email web app.
This article is not relevant if you have installed an add-in or extension and you send tracked emails from your email client.
Lists that were created or synced before group-based sharing was released on May 5, 2022 remain available for all existing Employee Email users in your organization to email and edit unless you choose to restrict permissions.
- New distribution lists that you create or sync are private to you by default unless you choose to share them.
- When a new Employee Email user group is created, the group will not automatically have access to any existing distribution lists in the web app or Studio unless you choose to share lists with them.
Management options for your custom distribution lists include the ability to select multiple lists for bulk sharing.
Permission Settings for Distribution Lists
Choose from the following options that define how users and groups can use specific distribution lists.
Send and edit enables users to send emails to a distribution list.
If a custom list is created in the web app or Studio, users can also rename it and edit which contacts are included in it.
- If you set this permission level for a group, the individual group members inherit it by default.
- You can also set this as a unique permission level for an individual that ignores inherited group permission.
Send only enables users to send emails to a distribution list but does not allow them to make any changes to the list.
- If you set this permission level for a group, the individual group members inherit it by default.
- You can also set this as a unique permission level for an individual that ignores inherited group permission.
No access prevents users from seeing a distribution list or interacting with it.
- If you set this permission level for a group, the individual group members inherit it by default.
- You can also set this as a unique permission level for an individual that ignores inherited group permission.
If a user is losing their access to a list but they have already scheduled one or more emails to be sent to that list, the scheduled draft(s) will still be sent to your distribution list at the scheduled time(s).
If necessary, contact your Parent Admin to unschedule a draft.
After their access is removed, if the user removes the list from the To, CC, or BCC field in their scheduled email draft and saves their changes, they cannot re-add the list later.
Group Permission removes an individual’s unique permission level and makes them inherit the permission level that is set for their group.
Remove changes lets you undo any specific permission edits that you have been working on in this session before applying your changes.
Levels of Access for Each Account Type
All Employee Email account types have the Access to Contacts & Sending feature enabled by default, allowing each account type to see and share distribution lists differently.
Parent Admins
- See all lists created by everyone in your organization
- Share all lists with all groups and individual users
Admins
- See any list that they created and any list that is shared with them
- Share any list that they created with all groups and individual users
Managers and Base Users
- See any list that they created and any list that is shared with them
- Share any list that they created with other users in their group
Note: If enabled, Feature Access settings allow users to see or edit distribution lists that they own and shared with them while safely preventing them from accessing All Contacts for their organization.
Ask Staffbase Support or your Customer Success Manager for details.
If an individual user does not have the Access to Contacts & Sending feature enabled, they will not appear in the list-sharing module.
If a list is shared with their group, the user's limited feature access will still prevent them from seeing any distribution lists in the web app.
Similarly, if you do not have permission to see a group, it will not appear in the list-sharing module.
Contact your Parent Admin if you require changes to permissions.
Prerequisites
-
You have at least one distribution list in your Employee Email web app or Studio.
Learn how to create a custom distribution list or choose existing lists to sync from Microsoft Entra Active Directory (previously Azure AD). - You are one of the following:
- Parent Admin
- Creator or owner of a distribution list
Note: When you sync a new distribution list from Microsoft Entra AD, you become the owner of the list.
- Your account and the accounts that you want to share have the required account type, group, and Feature Access settings to see and use your shared distribution lists.
Contact your Parent Admin if you require changes to permissions.
Managing Permissions for a Single Distribution List
Use these instructions to add, change, or remove permissions for a single list.
- In the web app or Studio, go to your Email Contacts.
- Click Distribution Lists.
- Click the three dots next to a list you have Full access to.
- Select Share.
The list sharing module opens. - Select an option from the Select permission dropdown next to a group or user.
Optionally, use checkboxes to select multiple individuals or groups and select the same permission level for them all at once.
Learn more about permission settings for distribution lists.
Note: If you can’t find a group or user, this is probably caused by the Feature Access settings of your account and others. Contact your Parent Admin if you require changes to permissions. - Make all necessary changes to permission settings for your selected lists.
- Click Apply [#] Changes.
You have edited the permissions for a single distribution list.
Managing Permissions for Multiple Distribution Lists
Note: Starting February 9, 2023, management options for your custom distribution lists have new improvements, including the ability to select multiple lists for bulk sharing.
Use these instructions to add, change, or remove permissions for multiple lists at once.
- In the web app or Studio, go to your Email Contacts.
- Click Distribution Lists.
- Use checkboxes to select multiple distribution lists that you have Full access to.
- Click Share.
The list sharing module opens. - Select an option from the Select permission dropdown next to a group or user.
Optionally, use checkboxes to select multiple individuals or groups and select the same permission level for them all at once.
Learn more about permission settings for distribution lists.
Note: If you can’t find a group or user, this is probably caused by the Feature Access settings of your account and others. Contact your Parent Admin if you require changes to permissions. - Make all necessary changes to permission settings for your selected lists.
- Click Apply [#] Changes.
You have edited the permissions for multiple distribution lists.
Editing Inherited Permissions for a Single Distribution List
Use these instructions to check and optionally edit individuals’ inherited permissions for a single list.
- In the web app or Studio, go to your Email Contacts.
- Click Distribution Lists.
- Click the three dots next to a list you have Full access to.
- Select Share.
The list sharing module opens.
-
Hover over the question mark icon next to a user to show their permission inheritance details.
The list of individual users shows which group they belong to.
Note: If you can’t find a group or user, this is probably caused by the Feature Access settings of your account and others. Contact your Parent Admin if you require changes to permissions. - Optionally, select unique permission levels for each individual that ignore their inherited group permission.
You can also remove an individual’s unique permission level and revert to the default by selecting Group permission.
Learn more about permission settings for distribution lists.
You have checked and optionally edited users' inherited permissions for a single distribution list.
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