Distribution List Manager

Activate Distribution List Manager for Microsoft Exchange and Office 365 empowers business users to request, approve and automatically Create, Update and Delete Exchange Distribution Lists without relying on manual IT intervention. Major features include:

  • Self Service Request and Approvals through automated processes without requiring IT support
  • Automatically Create Distribution Lists based on corporate standards
  • Manage Office 365 or On-Premise Exchange
  • Automatic Verification and Renewal processes
  • Role Based Access Control when using the Role and Entitlements Module
  • Dynamic Distribution List Creation based on HR Roles

Delegating Distribution List management to the business allows for much closer authorisation and management. This allows the organisation to have more control and visibility of who is in the Distribution Lists.
 
Allowing users to create and manage their Distribution Lists as company resources instead of personal lists within Outlook is more efficient for the company and IT resources and allows more visibility of these groups within the organisation.

Overview

Simple to Use

Activate Distribution List Manager is designed for end users to easily request and action the management of Exchange and Office 365 Distribution Lists automatically. A simple ribbon toolbar and properties page shows the user what actions are possible

Categories

Categorise Distribution Lists and provide different business rules and approvals for different sets of Distribution Lists

Business Owners

Each Distribution List can be assigned multiple business owners. These owners can approve requests for access to the Distribution List and perform other actions

Business Workflow

All actions can require approval. Reminders, Escalation procedures and Delegated approvals are built into the Activate platform to ensure that users monitor approvals as they happen

Security and Audit

All approvals and actions are auditable and reportable within the system. External and System Auditors can quickly and easily determine when and who approved particular actions.

Detailed Feature Summary

  • End User Request Access

    End users can request access to Distribution Lists. Business Owners of the Distribution List approve the request, if no Business Owner is set on a specific Distribution List, a default approver (often the Service Desk group within Activate) is used
  • Manage Ownership of Distribution Lists

    Tasks within Activate allow end users to request ownership or remove ownership of a Distribution List. Owners can typically manage the membership, other owners and the full lifecycle of the Distribution List
  • Bulk Management

    Selecting and adding multiple users is simple through the Activate Web Portal. Users also have the ability to import a CSV file of multiple users
  • Distribution List Creation

    Users can create Distribution Lists via an approval process with all business rules enforced, such as name prefixes etc.
  • Distribution List Expiration

    Distribution Lists created by users are automatically set to expire every 180 days (configurable). Upon expiry, the Owners of the Distribution List can opt to keep or delete the list
  • Active Directory Synchronisation

    Changes to Distribution Lists that are made manually in Active Directory are imported and synchronised into Activate each night

The following feature is available but requires additional implementation effort. It is often implemented for advanced customers or in a phased approach.

  • Distribution List Remediation

    This process enables IT to identify and manage the clean up of Distribution Lists that are no longer in use