The Staffbase Email web app is getting new sharing options in early May 2022 that let you control who has permission to send emails to your custom distribution lists or edit their membership.
Distribution lists created before this feature is released on May 5, 2022 remain available for all existing Staffbase Email user groups in your organization to email and edit, unless you choose to restrict permissions.
New distribution lists that you create starting on the release date are only visible to you by default, unless you choose to share them.
Prerequisites
You have a Parent Admin account or you are the original owner who created a distribution list.
For distribution lists imported from Azure Active Directory:
- Before the Bulk Selector feature was released at the end of March 2022, the account that was used to set up your Azure integration owned all imported lists.
- After the end of March 2022, any account that is used to add a new list from Azure is the list owner, even if they did not set up the integration.
Adding Permissions
The following steps describe how to edit the permissions for an existing distribution list.
You can also create a new custom distribution list and edit permissions for it in the same way.
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On the Contacts page of the Staffbase Email web app, select the Distribution Lists tab to change permissions for an existing list.
- Click the three dots next to a list and click Share.
- Either click Share next to individual groups, or use checkboxes to select a larger number of groups and click Share With All.
- For each group that you share your distribution list with, you have the option to select either Send only permissions or Send and edit which allows group members to edit the list's membership.
- Click Save.
Removing Permissions
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On the Contacts page of the Staffbase Email web app, select the Distribution Lists tab to change permissions for an existing list.
- Click the three dots next to a list and click Share.
- Either click the circular Unshare icon next to individual groups, or use checkboxes to select a larger number of groups and click Unshare With All.
If any members of the group have already scheduled an email to be sent to a list that you are unsharing, you will see the following warning message:
"This list is being used in a scheduled email draft."
If you click Unshare Anyway, 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.
If a group member editing a scheduled email draft removes the list from the To, CC, or BCC field and saves their changes, they will not be able to add it back in. - Click Save.
Levels of Access
Parent Admins
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- See all lists created by everyone in your organization
- Share all lists with all groups
Admins
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- See any list that they created and any list that is shared with them
- Share any list that they created with all groups
Managers and Base Users
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- See any list that they created and any list that is shared with them
- Share any list that they created, only with the group that they belong to
Note for Enterprise customers only:
If a list is shared with a group, but an individual in that group does not have access to the Contacts & Sending feature, the user's individual feature access permissions will prevent them from seeing the shared list.
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