Defining member list

This tab allows you to associate members to a standard distribution list. In this list, members belonging to different user types such as suppliers, customers, employees, work centers and others can be grouped together under one list. You can also specify whether the distribution type is on permanent basis or returnable basis for each member of the list, and record if any acknowledgement is required from that member or not after distributing the document to him/her.

This page also allows you to define user details for members of type “Library”, “Work Center”, “Supplier”, “Customer” or “Employee”, belonging to the standard distribution list.

Note: You can either map the user under the user type “Others” if no user name has been mapped to the user in organization’s records, or create a new user name if the user has to be categorized under User Type as either of “Library”, “Work Center”, “Supplier”, “Customer”, or “Employee”, and does not have a user name.

Ø Select the “Member List” tab in the “Maintain Standard Distribution List” page.

The “Member List” page appears.

Enter the following details in the “Distribution Details” group box.

Std. Distribution #

Use the drop-down list box to select the standard distribution list number, for which a member list has to be created. The system lists all the standard distribution lists existing for the library, as defined in “Std. Distribution List” page of the current business component. Leave this field blank to retrieve all the users irrespective of the number entered here.

The system leaves the field blank by default.

Click the “Get Details” pushbutton provided alongside, to retrieve the distribution details and the member list details.

The system displays the following details in the “Distribution Details” group box:

Dist. Name	The name of the standard distribution list.
List Status	The status of the standard distribution list, which could be “Active” or “Inactive”.

Modify the following details, if required in the “Member List” multiline:

User Type	Use the drop-down list box to select the user type in the distribution list. The system lists the following options: Library - Select this option, if the members of the library are to be associated to the standard distribution list. Work Center - Select this option if the members of the work center are to be associated to the standard distribution list. Supplier - Select this option if a supplier has to be associated to the standard distribution list. Customer - Select this option if a customer has to be associated to the standard distribution list. Employee - Select this option if an employee of the organization has to be associated to the standard distribution list. Others – Select this option if any other member has to be associated to the standard distribution list, or if a member belonging to any of the above group, but not having a valid user name, as of now, mapped against him in organization’s record The system leaves the field blank by default.
User Info	The information pertaining to identification of the user (Alphanumeric, 40). Entry in this field is mandatory, if the selected user is of type “Others”.
User Name	The name of the login user (Alphanumeric, 25). Ensure that a valid and unique user name is entered here, as defined in the deployment workbench. Entry in this field is mandatory, if the user type is set as “Library”, “Work Center”, “Supplier”, “Customer” or “Employee”.
Employee #	The employee code of the user (Alphanumeric, 20).
Distribution Type	Use the drop-down list box to select the document distribution type. The system lists the following options: Permanent – Select this option if the documents are distributed on permanent basis. Returnable – Select this option if the documents are distributed on returnable basis. The system leaves the field blank by default.
Acknowledgement ?	Use the drop-down list box to specify whether the distribution of the document to the user needs an acknowledgement or not. The system lists the following options: Required – Select this option if the distribution of the document requires an acknowledgement in return. Not Required – Select this option if the distribution of the document does not require any acknowledgement. The system leaves the field by default.
Phone #	The contact number of the user (Alphanumeric, 70).
Fax #	The fax number of the user (Alphanumeric, 70).
Email	The email ID of the user (Alphanumeric, 70).
Comments	Any additional remarks pertaining to the document distribution (Alphanumeric, 255).

Note: Ensure that atleast one record is selected in the multiline.

Click the “Delete” icon provided in the tool bar provide above the multiline to delete a selected record.
Click the “Maintain Member List” pushbutton to create member list for the library.

Note: The displays an error message, if any other concurrent user tries modifying the record.