All Staffbase Email account types have the Access to Contacts & Sending feature enabled by default, which allows each account type to see and share distribution lists in different ways.

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

• At least one distribution list exists in your Staffbase Email web app.
  Learn how to create a custom distribution list.
  It is also possible to add distribution lists by syncing contacts from Azure Active Directory (Azure AD) and/or Workday.
• You have a Parent Admin account or you are the creator/owner of a distribution list.
  Note: For distribution lists synced from Azure AD, any account that is used to start syncing a new list from Azure AD is the list owner.

1. On the Contacts page of the Staffbase Email web app, navigate to the Distribution Lists tab.
   
   
2. Click the three dots next to a list to open the action menu.
   
   Note: Starting August 10, 2022, you can search for a distribution list by keywords or letters in its display name.
3. Click Share.
   The list sharing module opens.
   
   
   Note: Starting August 10, 2022, individual users appear after groups in the list sharing module.
4. Click the Share button next to a group or user, or use the checkboxes to select multiple groups and/or users.
   If you share a distribution list with a group, the users who belong to that group inherit the same permissions by default.
5. To share with all the groups and/or users you have selected, click Share With All.
   
   Note: 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 permissions to see a group, it will not appear in the list sharing module.
   Contact your Parent Admin if you require changes to permissions.
   
6. Confirm if your selected groups and/or users have your preferred Send only or Send and edit permissions.
   
   Note: For custom distribution lists, Send and edit permissions enable users to rename lists and edit which contacts are included in them. For lists synced from Azure AD or Workday, these permissions only enable renaming because contacts are synced automatically.
7. Click Save.
   You have edited the permissions for a distribution list.
   To check which users have inherited permissions through their group, navigate back to the list sharing module.
   
   To set different permissions for individual users within the same group, click to select either Send and edit or Send only permissions for each user.
   

Removing Permissions for Groups and Individual Users

1. On the Contacts page of the Staffbase Email web app, navigate to the Distribution Lists tab.
   
2. Click the three dots next to a list to open the action menu.
   
   Note: Starting August 10, 2022, you can search for a distribution list by keywords or letters in its display name.
3. Click Share.
   The list sharing module opens.
   
   Note: Starting August 10, 2022, individual users appear after groups in the list sharing module.
4. Click the circular Unshare icon next to a group or user, or use the checkboxes to select multiple groups and/or users.
5. To stop sharing the distribution list with all the groups and/or users you have selected, click Unshare With All.
   If someone has already scheduled an email to be sent to a list that you are unsharing with them, 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.
6. Click Save.
   
   You have unshared and removed permissions for the distribution list from specific users and groups.
   If you unshare a distribution list with a group, the users who belong to that group also lose their permissions by default.
   Users will not lose their permissions if they were added or edited separately from the other group members.

Removing Permissions Inherited From Groups

If you share a distribution list with a group, the users who belong to that group inherit the same permissions by default.
That is why it is not possible to unshare a list with individual users if it is shared with their group.

Instead, unshare a list with their whole group.
After saving your changes, navigate back to the list sharing module and re-share the list with the individual group members who still need access.

If someone has already scheduled an email to be sent to a list that you are unsharing with them, 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.