Creating Distribution Lists


A Distribution List is an easy way to distribute content to multiple recipients by specifying the name of a list stored in the Repository that contains the individual recipients rather than entering each recipient separately into a schedule. A Distribution List can be made available to other users by sharing it or changing its ownership to be managed or published.

Creating a Distribution List

How to:

You can create a Distribution List to distribute content to multiple recipients at one time. If you have an LDAP data source, you can access Email information that is stored in it by configuring the LDAP Email Setting in the ReportCaster Console Configuration tool. Once configured, you can select email addresses from within the email address book of your company, eliminating the need to type them in manually. For more information on the configuration of this functionality, see LDAP Setting.

For more information on using this feature, see How to Retrieve Email Addresses from an LDAP Data Source.

Before creating a Distribution List, understand what groups or individual users require access to it to determine the folder in which to create it.

Procedure: How to Create a Distribution List

  1. In the Resources tree, right-click a domain or folder.
  2. In the shortcut menu, point to New and click Distribution List.

    The Distribution List window opens, as shown in the following image.

  3. In the Title box, type a descriptive name for the Distribution List.
  4. From the Method drop-down list, select the distribution method for the Distribution List. Email is the default distribution method.
    • If you select Email, you must provide a list of email addresses and can optionally burst values associated with an address. For details on entering burst values, see Bursting a Report.

      On the ribbon, in the Members group, select the Add New button to specify the email addresses of the recipients (for example, for an individual user or for a email server list that contains multiple email addresses). Be careful typing this information because there is no edit checking. The maximum number of email addresses you can specify in a Distribution List is 9999. You can specify a maximum of 800 characters within a single address line.

      You can specify multiple email addresses within a single address field. For more information, see Specifying Multiple Email Addresses.

      Note: In the Allowed Email Addresses and Domains dialog box in the ReportCaster Console, if the Restrict user input with this list check box has been selected, user input of email addresses is restricted to a list of allowed email domains and addresses.

    • If you select Print, you must specify the printers that will receive the distribution and, optionally, burst values associated with the printer. For details on entering burst values, see Bursting a Report.

      On the ribbon, in the Members group, select the Add New button to specify the printer using the following format:




      Is the name of the printer queue.


      Is the host name or IP address of the printer.

      Although ReportCaster supports specifying only the print server (host name or IP address), we recommend that you specify both the print queue and print server. (ReportCaster differentiates between the printer queue and the printer server by detecting the presence of the '@' separator.)

  5. If you are finished creating a Distribution List, click Save & Close.
    • The maximum length of a title value for a file is 256 characters.
    • If the title of your file has the same name of an existing file in the folder, you will receive a message asking if you wish to replace the file.

Procedure: How to Retrieve Email Addresses from an LDAP Data Source

Note: In order to use this procedure, LDAP must be configured. For more information, see Using the ReportCasterReport Broker Console.

  1. From the Distribution List toolbar, click Add New.

    The Add New Member dialog box displays, as shown in the following image.

  2. Click the Search button adjacent to the email address field.

    The Find dialog box displays, as shown in the following image.

  3. Select the criteria (Last Name, First Name, or Email) and the operator (Equals, Starts with, Ends with, or Contains). Enter the search string (for example, M* to locate all records beginning with M).
  4. Click Search.

    ReportCaster retrieves and displays the specified names from the LDAP data source.

    Note: You can select one record at a time or use the Ctrl key to select multiple records simultaneously.

  5. Click the To button to add the selected email address or addresses to your selection.
  6. Click OK to save them in the Distribution List.
  7. On the Add New Member dialog box, click OK.

    The email recipients are then listed in the Email column on the Distribution List dialog box.