---
title: Dynamic Lists in Activate
slug: dynamic-lists-in-activate
createdAt: 2025-07-14T03:22:59.893Z
---

Dynamic Lists in Activate enable organisations to combine members from multiple Distribution Lists (DLs) and/or Activate Roles into a single static Distribution List, with membership managed and refreshed automatically based on defined rules.

This capability is well suited to scenarios where lists need to reflect combinations of roles, locations, departments, or other attributes, without relying on manual updates or static Active Directory attributes.

# Example use case

To create a **Project Managers in New York** Dynamic List:

- Combine the *Project Managers* DL with the *All New York Users* DL.
- Only users who exist in **both** lists become members of the *Project Managers New York* DL.

# How Activate Dynamic Lists differ from Microsoft Dynamic Groups

| Feature                   | Activate Dynamic Lists                                         | Microsoft Dynamic Groups                                            |
| ------------------------- | -------------------------------------------------------------- | ------------------------------------------------------------------- |
| Basis of membership       | Predefined rules across DLs, Activate Roles, and other sources | Active Directory attributes                                         |
| Member visibility         | Membership is viewable via the Activate Web Portal or Outlook  | Membership is evaluated at email send time and not visible to users |
| Data accuracy             | Reduces reliance on potentially outdated AD attributes         | Susceptible to inaccurate or poorly maintained AD data              |
| Control and customisation | Fully managed within Activate with auditing and approvals      | Managed in AD with limited transparency for business users          |

Activate also manages static Microsoft DLs, providing additional advantages:

- Multiple DL owners stored in the Activate MetaStore.
- Approval workflows and audit logging for DL changes.
- Business user self-service for creating and managing DLs without requiring AD or Exchange administrative access.
- Integration with HRIS systems through the Roles & Entitlements Manager, ensuring DLs reflect accurate department and location data.

# Activate Dynamic List features

## Source flexibility

Dynamic Lists can source membership from a wide range of systems, including SQL databases, Active Directory, HR systems, and other supported data sources.

## Real-time updates

When a user is added to or removed from a source DL or Activate Role, their membership in the Dynamic List is updated immediately. This avoids the scheduled refresh delays commonly seen with Microsoft 365 Dynamic Groups.

## Full visibility

Dynamic List membership can be viewed at any time via the Activate Web Portal or directly in Outlook.

## Multiple owners

Each Dynamic List can have multiple owners defined for governance purposes. Ownership information is stored in the Activate MetaStore.

## Rule-based membership

Dynamic Lists can be built using other DLs, Activate Roles, and data attributes, combined using logical operators such as AND, OR, and NOT.

## Difference rendering

Activate can identify changes in membership between evaluations, which is useful when updating downstream services or communicating changes.

# Membership rules and conditions

Dynamic List membership rules are defined using logical operators:

- **AND**: A member must exist in both sources.
  - Example: *All NZ-based Finance Staff* = *All Finance DL* AND *All NZ Staff DL*.
- **NOT**: Members from one source are excluded if they also exist in another source.
  - Example: *All Finance Staff* NOT *Contractors DL*.
- **OR**: A member can exist in either source.
  - Example: *All Programme Management* = *All Project Managers DL* OR *All Project Administrators DL*.

# Membership evaluation

Membership is recalculated whenever any source DL or Role referenced in the rule set changes.

A nightly refresh also runs to ensure all Dynamic Lists remain accurate and consistent.

# Enhanced Dynamic Lists

Activate supports **Enhanced Dynamic Lists**, which use the MembersDynamic parameter to define membership through XML-based rules.

This enables:

- Querying Virtual LDAP properties that are extended into SQL tables.
- Combining DLs, Activate Roles, and attribute-based logic such as department codes or job titles.

## Examples of Enhanced Dynamic Lists

- All direct and indirect reports of a specific manager, evaluated recursively via Active Directory.
- All users in the San Francisco region who use SAP.
- All US-based users who have completed SAP training.
- All New York users in either the Finance or HR department.

# Refresh process

Dynamic Lists are refreshed nightly by default.

The refresh process is optimised through SQL-based evaluation, reducing reliance on external LDAP queries.