Entra ID Distribution List

Microsoft Entra ID Distribution Lists help simplify email communication by allowing users to send messages to a set group of recipients. These lists include fixed-member groups, which can only be managed through the Exchange Admin Center and appear as read-only in Entra ID.

Along with rule-based distribution lists, there's also a default Entra ID Distribution List option that automatically includes all users in the organization.

Note- This step is optional. If you prefer not to assign any Entra ID Distribution List memberships, simply click the Save & Next button to continue.

Figure 1. Entra ID Distribution List Memberships step

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

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

At this step, you'll see a section titled Entra ID Distribution List Memberships. Here, you can define a rule that determines which users should be added to specific distribution lists.

Figure 3. Define Entra ID Distribution List Mapping Rule Form

In a setup with multiple domain controllers, distribution lists can be assigned to users from any of the base DNs, depending on the specified conditions.

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

Here are the steps to create a rule -

1. Start by setting up filters to identify the users you want to assign to an Entra ID Distribution List. To create a filter -

   • Click on "Choose Attribute", then select the employee attribute and the condition you want to apply to it.
   • In the "Value" field, enter the value that should match the selected attribute.
   • Finally, select the distribution list you want to assign to those users.

   

   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 as shown below.

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

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

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

Adding the default Entra ID distribution List

Besides the rule-based distribution lists, you can also assign default lists to all employees. Just search for the distribution lists you want and select the ones you’d like to apply company-wide.

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

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

Import And Export Mapping Rules

This feature allows you to import mapping rules by uploading a .csv or .xlsx file. You can also export all existing mapping rules in the same formats for backup or reuse.

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

To import or export a file, start by clicking the Import/Export Mapping Rules button. button. This will open a dialog box with two tabs, one for importing and the other for exporting mapping rules. If the form is valid, you'll be taken directly to the Export tab. If not, the Export tab will be disabled, and you'll be directed to the Import tab instead.

Importing mapping rules

Steps for importing file:

1. Choose the import tab from the dialog box.

   

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

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

   

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

   

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

3. After doing the first 2 steps, please wait while your file gets imported, and rules get created.

Exporting mapping rules

Steps for exporting file:

1. Choose the 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.

Create a Group

This feature enables users to create Entra ID distribution list at design time in Hire2Retire.

• Step 1: Click on Add New Group

  • Navigate to the section where you need to create the group.

  

  Figure 18. Create Group from Default Distribution List.

  

  Figure 19. Create Group from Entra ID Distribution List Mapping.
  • Click the Add New Group button.

• Step 2: Fill in Group Details. A form will appear prompting you to enter the required details:

  • Group Name (Required)
  • Group Description
  • Group Email (Required)
  • Domains
  • Group Owners (Optional)

  

  Figure 20. Create Entra ID Distribution List Form.

• Step 3: Save the Group

  • Click Save to create the group.

  

  Figure 21. Save button to Create Entra ID Distribution List.
  • Alternatively, click Save & Add Another to create multiple groups.

  

  Figure 22. Save & Add Another button to Create Entra ID Distribution List.

Figure 23. Created Entra ID Distribution List.

AI Insights for Entra ID Distribution List

RoboMQ’s new AI feature makes it easy to generate rule sets for distribution lists. Just click the icon next to 'Entra ID Distribution List Memberships' in the workflow and complete the form with the required details. After submission, RoboMQ’s AI team will review the information, create the rule sets, and provide you a CSV file.

Figure 24. "AI" button.