ZCS Administrator Guide 8.0

Network Edition

Distribution Lists

A distribution list is a group of email addresses contained in a list with a common email address. When users send to a distribution list, they are sending the message to everyone whose address is included in the list. The address line displays the distribution list address; the individual recipient addresses cannot be viewed.

When a Zimbra user’s email address is added to a distribution list, the user’s account Member Of page is updated with the list name. When a distribution list is deleted or the removed, the distribution list is automatically removed from the Member Of page.

The Hide in GAL check box can be enabled to create distribution lists that do not display in the Global Address List (GAL). You can use this feature to limit the exposure of the distribution list to only those that know the address.

Creating a Distribution List

1.	In the administration console, go to Manage>Distribution Lists.

2.	In the gear icon, click New.

3.	On the Members page, add the distribution list name. The other fields are optional.

4.	On the right, in the Add Members to this list section, either search for names from the company address book, or in the Or enter addresses below section, type a complete mail address.

5.	Click Next to configure the other pages.

6.	Click Save when all names have been added to the list. The distribution list is enabled and the URL is created.

Management Options for Owners of Distribution Lists

You can add owners to distribution lists and they manage the list from their accounts. Owners manage distribution lists from their account's Address Book, Distribution List folder. If they are the owner, when they right click a distribution list, the Edit Group link is available.

Additional options that users can configure when they manage a distribution list from their account include:

Marking the list as private so it hidden in the Global Address List

Limiting who can send to the list to members only, to internal users, or to a specific list of users

Letting users subscribe to and unsubscribe from the list

Adding additional owners to help manage the list

Adding an Owner to a Distribution List

1.	Go to Manage>Distribution Lists and select the distribution list to edit.

2.	Open the Owners page and click Add and enter the owner's email address. Only internal accounts can be made owners.

Managing Access to Distribution Lists

After a distribution list is created, you can manage who can view members of a distribution list and who can send messages to a distribution list. The default is all users have access to all distribution lists. This section describes how to use the CLI to manage access.

If you want to limit who can access distribution list, you can grant rights to individuals users on a domain or if you want only member of a domain to access distribution lists, you can grant rights on the domain. When you grant the right on the domain, all distribution lists in the domain inherit the grant.

Or you can grant the right on individual distribution lists and configure specific users that are allowed to access the distribution list.

You can restrict access to a distribution list from the CLI zmprov grant rights (grr) command.

Note:

For more information about how granting rights works, see Delegated Administration.

Who Can View Members of a Distribution List

The default is that all users can view members addresses in a distribution list. A distribution list address displays a + in the address bubble. Users can click on this to expand the distribution list. A list of the addresses in the distribution list is displayed. Users can select individual addresses from the expanded list

To restrict who can view addresses in distribution lists to individuals or to a domain:

For individual users: zmprov grr domain <domain_name> usr <user1@example.com> viewDistList

For all users in a domain: zmprov grr domain <domain_name> dom <example.com> viewDistList

To grant rights on a distribution list and let specific users view the list: zmprov grr dl <dll_name@example.com> usr <user1@example.com>

Who Can Send to a Distribution List

The default is that all users can send messages to all distribution lists. You can grant rights to a distribution list or to a domain that defines who can send messages to a distribution list. When users attempt to send to a distribution list that they are not authorized to use, a message is sent stating that they are not authorized to send messages to the recipient DL.

To restrict who can send messages to a distribution list to individuals or to a domain:

Grant rights to an individual user in a domain to send messages to all distribution lists.

zmprov grr domain <domain_name> usr <user1@example.com> sendToDistList

Grant rights to all users in a domain to send messages to all distribution lists.

zmprov grr domain <domain_name> dom <example.com> sendToDistList

To restrict access and to revoke access to individual distribution lists for different user types.

Specific internal users:

zmprov grr dl <dlname@example.com> usr <username@example.com> sendToDistList

To revoke access

zmprov rvr dl <dlname@example.com> usr <username@example.com> sendToDistList

Only to members of the distribution list:

zmprov grr dl <dlname@example.com> grp <dlname2@example.com> sendToDistList

To revoke access

zmprov rvr dl <dlname@example.com> grp <dlname2@example.com> sendToDistList

All users in a domain:

zmprov grr dl <dlname@example.com> dom <example.com> sendToDistList

To revoke access

zmprov rvr dl <dlname@example.com> dom <example.com> sendToDistList

All internal users:

zmprov grr dl <dlname@example.com> all sendToDistList

To revoke access

zmprov rvr dl <dlname@example.com> all sendToDistList

All public email addresses:

zmprov grr dl <dlname@example.com> pub sendToDistList

To revoke access

zmprov rvr dl <dlname@example.com> pub sendToDistList

Specific external email address:

zmprov grr dl <dlname@example.com> gst <someone@foo.com> "" sendToDistList

To revoke access

zmprov rvr dl <dlname@example.com> gst <someone@foo.com> "" sendToDistList

In addition to granting rights, the Milter Server must be enabled from Global Settings>MTA.

Enable View of Distribution List Members for Active Directory Accounts

To view Active Directory distribution list members in messages or in the address book, the GAL group handler for Active Directory must be configured in the ZCS GALsync account for each Active Directory.

To update the GALsync account for each Active Directory, you must know the GALsync account name and all data sources on that GALsync account.

1.	To find the GALsync account name:

zmprov gd {domain} zimbraGalAccountId

The above command displays zimbraId of the GALsync account. To find the name:

zmprov ga {zimbraId-of-the-GAL-sync-account} | grep "# name"

2.	To find the data sources for the GALsync account::

zmprov gds {gal-sync-account-name-for-the-domain}

3.	To enable the group handler for the Active Directory:

zmprov mds {gal-sync-account-name-for-the-domain} {AD-data-source-name} zimbraGalLdapGroupHandlerClass com.zimbra.cs.gal.ADGalGroupHandler

Create Dynamic Distribution Lists

When ZCS is configured to use an internal LDAP server, dynamic distribution lists can be created. When an account is provisioned, the account is added to the dynamic distribution list. When the account is deleted, the account is deleted from the dynamic distribution list. A dynamic distribution list cannot include other distribution lists.

When a dynamic distribution list is created, an member URL is created that is used to identify legitimate members of the list.

Creating Dynamic Distribution Lists

Dynamic distribution lists are created in the same way as regular distribution lists but you check the Dynamic Group check box. When you save the DL, the member URL is created.

1.	In the administration console, go to Manage>Distribution Lists.

2.	In the gear icon, click New.

3.	On the Members page, add the distribution list name. The other fields are optional.

4.	Select Dynamic Group. When this is selected Can be used in right management is displayed as enabled. The URL field is blank.

5.	On the right, in the Add Members to this list section, either search for names from the company address book, or in the Or enter addresses below section, type a complete mail address.

6.	Click Next to configure the other pages.

7.	Click Save when all names have been added to the list. The distribution list is enabled and the URL is created.