---
title: "Distribution (Routing) Lists"
canonical: "https://support.soutron.net/space/HG/3278806/Distribution%20(Routing)%20Lists"
format: markdown
---
Access to distribution lists is made via the Order pages, simply find your order and edit it and navigate to the Copies section to create and edit existing distribution lists.
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**Physical and/or Electronic Notification Distribution**
Soutron provides two type of distribution lists:
Physical and or Electronic Notification.
The Physical distribution list is used to physically distribute received items/Issues to one or more users that are printed once items are checked in.
> ⚠️ This can be applied to copies in the Physical Copies table only.
The Electronic distribution list is used to notify users by email that an items/issues have been received, this is achieved using an automated task that is scheduled to be run every day (once you know you have completed receiving everything). The email that the user receives is created by you with wording of your choosing (with exception of the embedded table showing Titles/Issues received). If you have attached documents/pdf's or urls into the metadata either manually or part of the check-in process, the user will be able to access this by clicking on the Title in the email they receive.
> ⚠️ This can be applied to both copies in the Physical and Virtual Copies table (Where Check-in is enabled)
**Setting up/Editing**
Creating a **New** distribution List:
In the order line > Copies section, click on either the **P **or **E** icon for the copy you want to **add** distribution lists for (Note: it doesn't matter which you click as you both are controlled from the same pop up window (although for Virtual copies, the only option is **E**)
Editing an **Existing **distribution list:
In the order line > Copies section, click on either the **P** or **E **icon for the copy you want to **Edit** the distribution list for (Note: it doesn't matter which you click as you both are controlled from the same pop up window (although for Virtual copies, the only option is **E**)
The following pop up window will open.
If this is a **new** distribution list you will see:
If this is an **existing** distribution list you will see:
The pop up window is divided into two parts:
**Left Hand Side: User Search and Selection**
There are three ways in which to add users:
**1. TEMPLATES**
If you have created Routing List Templates (See: xxxxx) click on the slider control to toggle it to the **Yes** position. When you do this, the table below will be repalced with a list of pre-defiened templates as shown below
By default, only templates allocated to your office will be shown, so if no templates are shown, then there are no templates for your office, in which case you can remove the office filter by clicking on the X in the column header and the table will refresh to include templates for other offices or templates not allocated to an office. If still no templates are shown, then none have been created (See: xxxxx)
Columns shown
**Drag and Drop**
Does not really apply here, so you can ignore this.
**Name**
Shows the name of the template
**Description**
If the template contains a description this will be shown.
**Code**
Shows the code allocated to the Template
**Office**
Shows the office the template assigned to. By Default, this is set to your office.
**Location**
If the template is assigned to a specific Location, then this will be shown
**Type**
Shows whether the templates was originally created as a Physical or Notification List
**Last Column**
Shows a Green **Add **icon, which you click to assign this template, at which point the names are shown on the right hand side where you can then specify whether you want to assign them as Physical and/or Notification lists.
**2. USER SEARCH**
If you do not have any templates or you wish to manually create a list, ensure the Templates slider is set to **No **and you will see a **User Search** field, here you can enter the users first name and or surname or part of it and click on the blue Search button, to return matching entries in the table below
**3. USER SEARCH RESULT**
When you do a search in the user search, the results will appear here, or if you have come to the page without searching, by default the table will contain the first 10 users in the user list, sorting by User First Name by default. If there are more than 10 users, then you can navigate the pages using the controls at the bottom of the section (you can also increase the number shown at any one time).
The Table shows the following columns that wiill help you identify the right user you want to add.
**First Name**
Shows the first name of the user
**Surname**
Shows the surname of the user.
**Ext**
If the user has an extention number defined in their user record, this will be shown.
**Room**
If the user has a Room Number defined in their user record, this will be shown,
**Office**
The office the user is allocated to is shown.
**Leaving Date**
If the user has a leaving date assigned, this will be shown.
**Last Column**
A small Green + icon will be shown, click on this to add the user to a routing list, the name is added immediately to the right hand side.
Note: in V4.1 and V4.1.1 there is a bug that is preventing the sort to be changed in the column header
**Right Hand Side: Routing List Itself**
This section contains some controls followed by Selected Users.
**Queue Length**
A limit to the number of people on a **physical** routing list can be assiged to a Routing List copy. There is no limit to the number of users that can be added to an Electronic Notification. If you select more than the number allowed on a physical List and click **Confirm** an error message is displayed and you will have to correct by either removing users from the physical list or increasing the number in this queue length field.
**Print Slip**
This ensures the routing list (if Physical) appears in the Print Routing List section during Check-in. If you do not want to print it for some reason, you can click the slider to set it to **No**
**Self Add**
This feature has not yet been implemented but has been added to save time in the future, should you wish to use it. The plan is to implement a function to the Portal that will allow a user who is logged in to be able to add themselves to a physical and or electronic notification distribution list (Subject to queue length defined for physical). If you think you would like to implement this feature when it eventually becomes available, you can click the Self Add slider to set this to **Yes** so that you don't have to go back in the future and retrospectively added it. If you are interested in this feature please let us know.
**Return to Library**
Applies to Physical Routing Lists and if set to **Yes**, will ensure the Location of the copy this list is being assigned to, is automatically shown at the bottom of the Physical Routing List.
**Selected Users**
The table which is empty by default when assigning a new routing list, is populated when you click on the green Add button for a user in the left hand section. Once populated, the following columns will be shown with data and options.
**Drag and Drop**
Provided for use in Physical Routing Lists, it allows where there is more than one user on a physical list, to set the priority of users that the list will be distributed to. You can change the order at any time by simply left clicking the drag and drop icon and whilst holding the mouse button move the cursor and dropping the name into the desired position.
**User**
The users is shown with both First Name and Surname (Note: In V4.1 and V4.1.1 when you initially add the user it is being shown with Surname then Firstname - this is being fixed in V4.1.2)
**Physical**
The column contains a check box for every user in the list, simply tick the check box to add the user to the Physical Routing List. You can also add all selected users to the physical list by ticking the check box in the header.
**Electronic**
The column contains a check box for every user in the list, simply tick the check box to add the user to the Electronic Notification Routing List. You can also add all selected users to the Electronic Notification list by ticking the check box in the header.
**Suspend**
Greyed out for a brand new list but will become enabled, once a routing list has been created, it allows you to temporarily "Remove" a user from a routing list. Simply tick the suspend check box and whilst the selected user(s) is assigned as suspeded, the user will not appear on the list.
**Last Column**
This contains a red **Remove** button that allows you to remove a user from the routing list. Note this will remove the user from both Physical and Electronic Notification lists.
**Confirm**
Once you have completed the above, simply click this blue **Confirm** button and the routing list will be saved to the copy and the pop up window will close and the buttons in the copies table will show green along with the number of people on the list if more than one or if only one person the name of the user will start to be shown. You can hover over the button which has a distribution list and if more than one, a balloon hover, will appear whilst you remain hovered over the button to display the names in the order you have allocated.
If there is only one user assigned, then when you hover over it the full name will be shown (as we only show the first 10 characters of the name.
**Close**
If you do not wish to save anything you have done in this pop up, click on the **Close** button and the window will close without saving.
**VIRTUAL COPIES - ELECTRONIC NOTIFICATION LISTS **> Macro (anchor)
When adding Electronic Notification lists to **Virtual** copies, the distribution column only shows the **E** button and this is only enabled if Enable Check-in is set to **Yes**.
When you click on this the button the popup will open which works the same as the pop up for P & E distribution except that it does not contain any of the Physical attributes, so on the right hand side, the only option is **Self Add**.
