Entra ID Distribution List

Microsoft Entra ID Distribution Lists are essential for streamlining email communication, enabling users to easily send messages to predefined groups of recipients. Within this category, there are Entra ID Distribution Lists, which have a fixed set of members. These group memberships can only be managed through the Exchange Admin Centre, and they are considered read-only in Entra ID.

This design step allows you to create rules to select specific users using filters and assign them the desired Entra ID Distribution Groups.

Additional to rule based Entra ID Distribution List, you can also choose the default Entra ID Distribution list which will be assigned to all users in the company.

Note- This is an optional step, you can skip this step if you do not want to assign any Entra ID Distribution List by clicking on the Save & Next button.

Figure 1. Entra ID Distribution List Assignment step

Figure 2. Entra ID Distribution List Assignment step with Multi Domain Controller

How to create a Rule for assigning the Entra ID Distribution List to users?

Once you are on this step you will see a section under the heading Add user to Entra ID Distribution List. This section represents a rule based on which distribution lists can be assigned to selected users.

Figure 3. Define Entra ID Distribution List Mapping Rule Form

In a multi-domain controller setup, you can assign distribution lists to the user from any of the base DN depending on the condition.

Figure 4. Define Entra ID Distribution List Mapping Rule Form with Multi Domain Controller

Following are the steps to create a rule -

1. Firstly, you can set up the filters to select the users you want to assign Entra ID Distribution List. You can create a filter using the following steps -

   • Click on "Choose Attribute" and select employee attribute and operation you want to apply to match that attribute.
   • Next, you get a "Value" field where you type the value you want to match the attribute with and also choose the OU you want to assign.

   

   Figure 5. An example of a filter
   
   
   Figure 6. An example of a filter with Multi Domain Controller

2. You can add multiple filters using the "AND" and "OR" logic. These logics can be added using the : button present on the right of the value input field.

3. You can add multiple rows of the above filters using + button inside the box.

Figure 7. Entra ID Distribution List dropdown to select Entra ID distribution lists.

You can add or delete more rules with different priority using the Add a rule or delete button respectively.

Figure 8. 'Add a rule' and 'Delete' buttons.

Adding the default Entra ID distribution List

Additional to rule based distribution lists, all employees will also be assigned with default distribution lists. Simply search and select the distribution lists you want to apply to the entire company.

Figure 9. Default Distribution List Box to add default distribution lists

Figure 10. Default Entra ID Distribution List with Multi Domain Controller

Import And Export Mapping Rules

Using this feature, you will be able to import all the mapping rules by uploading a .csv or .xlsx file. Also, you can export all the mapping rules as a .csv/.xlsx file.

Figure 11. "Import/Export Mapping Rules" button.

To Import or Export a file you have to first click on Import/Export Mapping Rules button. Clicking on this button will open a Dialog box containing two tabs, one is for importing and other is for exporting the mapping rules. By default if the form is valid you will be redirected to Export tab otherwise the Export tab will remain disabled and you will be redirected to the Import tab.

Importing mapping rules

Steps for importing file:

1. Choose Import tab from the dialog box.

   

   Figure 12. Dialog Box For Importing .xlsx or .csv File

2. Now Click on Choose File button to choose the file you want to import. Clicking on button will open file directory from which you can select .csv or .xlsx file.

   

   Figure 13. "Choose File" button for choosing file to be imported.

   

   Figure 14. Windows Tab for choosing .xlsx or .csv File.

3. After doing first 3 steps please wait while your file gets imported and rules get created.

Note - There is the specific format to import file. You can get the format by exporting some mapping rules.

Exporting mapping rules

Steps for exporting file:

1. Choose Export tab from a dialog box.

   

   Figure 15. Dialog Box for Exporting File.

   

   Figure 16. File Formats To Export.

2. Now Select the file format from the dropdown and click on Export button. Once clicked your file will get exported in the selected format and the name of the file will be Hire2Retire_DL_Mapping_(TimeStamp).

   

   Figure 17. "Export" button.

AI Insights for Entra ID Distribution List

With RoboMQ’s new AI model, rule sets for DLs can be seamlessly generated. Click the icon adjacent to 'Entra ID Distribution List Memberships' in the workflow, and fill out the form for more details. Upon submission, RoboMQ’s AI team will engage with you, craft rule sets, and deliver you as a CSV file.

Figure 18. "AI" button.