M-DCPS Web Distribution List Manager

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1 System Overview The M-DCPS Web Distribution List Manager (DL) application is now available through the Employee Portal. This application is used to create and manage distribution lists that can be viewed in the Global Address List (GAL). In addition, the owners of a DL can control membership to the DL by giving users permissions to opt in or out. Instead of creating an and selecting each recipient individually, a distribution list can be created to include all members of a user-defined group. By selecting the group name, the will be sent to all members of the group. This eliminates the possibility of excluding individuals from notifications in error. Some examples of distribution lists include: all department heads, all team leaders, all third grade teachers, and all counselors. RACF authorization from the site administrator is required for the Web Distribution List Manager (WMDL) to display in the Apps Services Sites in the Employee Portal. Logging in to the Portal To access the Web distribution List Manager application, from the home page, Portal tab Employees The Portal Login page will open. your Username your Password LOGIN The Employee Portal page will display. 1

2 Employee Portal On the Employee Portal page, Apps Services Sites The Apps Services Sites page will display. Distribution List Manager The M-DCPS Web Distribution List Manager page will display. 2

3 M-DCPS: Web Distribution List Manager - Home Page To view the Groups for your location, a location from the drop-down menu The distribution groups for the location selected will display. From this page you can Add/View Members, Rename the group, or Delete it completely, and Create New Groups. To view members for one of the groups, Add/View Member The Group Details page will open. The members for the group will display on the page. 3

4 Add a User From the Groups Details page you can add and remove users. To Add a user, Add a user button The Search for an employee screen will open. the name of the employee to add Search The search result will display possible user names from the Global Address Book in Outlook. user to add Add The Group Details page will display, the user name will be added to the group. 4

5 A confirmation message will display on the page with the user s name and the name of the group it was added to. Remove User To remove a user, from the Group Details page, User added successfully message. Remove User - in the Delete column by the user to be removed The message Are you sure you want to remove this user from this group? will display. OK The user will be removed, the confirmation message will display on the Group Details page. User remove successfully message. 5

6 Create New Group To create a new group, from the Web Distribution List Manager Home page, Create New Group for this Location The Create a new group section will open. the name for the new group Insert The new group will be added to the list of groups for the location. A message confirming that the group was created will display on the page. Cancel to go back to the Home page without creating the group 6

7 After the group is created you can start adding users. Group created successfully message. To add users to the new group, Add/View Members The Group Details page will open. Add a user Follow the instructions starting on page 4 to continue adding users to the new group. 7

8 Rename a Group To rename a group, from the Web Distribution List Manager Home page, Rename by the group to be renamed The Rename Group option will open. In the Group Name field, the new name for the group Update The group will be renamed. A confirmation message will display on the page with the name it was changed to. Whom to Contact for Assistance For questions or comments, please complete a HEAT Self Service incident at 8