Distribution lists are used to give specific users access to files, without the need to give the person access to the folders where the files originate.
This can be useful if you want to give certain groups access to specific files, e.g. relevant drawings and specifications for a trade or a subcontractor.
Files will also be updated in distribution lists when they are updated in the original folders.
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A print function is also available. When enabled for distribution lists, the entire list can be sent to an external email for easy printing.
Read more about using distribution lists for printing in this article: How to use Distribution lists for printing.
Table of contents
How to set up distribution lists
User rights
Activation and setup for distribution lists need to be done by a project administrator or project planning manager.
Distribution lists must first be enabled to use them in the project.
To do so, go to Settings
Box
'Distribution lists'.
A pop-up window will appear, where distribution lists and print can be activated. Click 'Save' to proceed.
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After activating distribution lists, a new folder will appear in the Box side menu labeled
Distribution lists.
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Distribution lists will be visible in all activated file areas of the project. Read more about file areas in this article: File areas.
In this article, a distribution list is created in 'Published Files'. Distribution lists can be created in all file areas using the method shown in this guide.
To create a new distribution list, go to:
Box
Published files
Distribution lists
Add
Name the distribution list
'OK'.
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When the list is created, the settings for the list will appear. The name can be changed, a description can be added, or the file area can be changed. To delete the distribution list, click More at the bottom, then
Delete distribution list.
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How to add files to distribution lists
Adding files to a distribution list can be done in the distribution list itself or from the list views in Box folders. To add directly to the list, go to
Box
Published files
Distribution lists
Select the appropriate distribution list
Add files.
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Clicking Add files will open a pop-up window. Select the files you want to add to the distribution list. Multiple files can be selected by holding 'Ctrl' or 'Shift' and clicking multiple files.
When the files have been selected, click 'Choose' to add the files to the distribution list.
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Files can also be added from any Box list view, by
Selecting the file(s)
More
Add to
Distribution list
Selecting the distribution list.
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All the files in the distribution list can be seen when selecting the distribution list. Files can also be removed from the distribution list, via the More menu.
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How to assign users to distribution lists
For users to get access to the specific distribution lists, permissions have to be given in
Settings
Users.
From here select the User group that needs access to the distribution list.
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In Permissions, clickAdd
'Distribution lists'.
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Permissions for the distribution list can be set as either 'Read' or 'Add and print files'.
'Read' allows access to access and read/view the files that have been added to the distribution list.
'Add and print files' allows users to add and remove files from the distribution list. This allows users in the user group to customize the distribution list, in case they want more, or fewer files added. Users can only add files from folders they have access to.
Removing files from a distribution list does not remove them from their original folders.
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How to use distribution lists
Accessing distribution lists on Dalux Desktop
The users in the user group with permissions set for the distribution lists can access the distribution list from
Box
Published files
Distribution lists.
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Accessing distribution lists on Dalux Mobile
The users in the user group with permissions set for the distribution lists can access the distribution list on mobile.
Go to Box
Press the top menu (Note that the text here will be different depending on which display is active, in this example, it says Files
)
Distribution lists.
This will list all the distribution lists the user has access to. The lists can then be opened by selecting them and the files in the distribution list are shown.
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