Features

activate email list manager enables business users to create, manage, and maintain email lists directly through the activate web portal by integrating with active directory and microsoft exchange or microsoft 365, it provides a secure, automated way to control email group membership and ownership while reducing reliance on it support searching and browsing email lists users can locate distribution lists using two methods search quickly find a specific list by typing keywords into the search bar, available from the home page or within the distribution list product browse navigate through categories to locate and select the desired list, then request access directly from the interface business ownership each distribution list can have multiple business owners , responsible for approving and managing membership these owners receive approval notifications and can act directly via email or the activate web portal creating email lists end users can create new email lists without it involvement activate automatically provisions the associated active directory objects and applies standard naming conventions during creation, users can select members individually from directory search results import members in bulk using a csv file lists can also be secured if required, ensuring only authorised users can send or receive emails temporary access access to email lists can be granted on a temporary basis, supporting contractors or users on secondment access expires automatically at the end of the defined period, with notifications sent to users before expiry viewing and managing membership business users can view the members of any email list and remove members if necessary additional owners can also be added or transferred as business responsibilities change key features and workflows activate email list manager includes a range of built in workflows and tasks, all customisable to meet organisational business rules view members display list membership and user attributes such as job title or department request access (self or others) request membership for yourself or multiple users requests are routed to the appropriate owner for approval and automatically update active directory once approved remove access remove one or multiple users from a list, with approval required before execution update details (admin only) modify distribution list properties such as category or send permissions delete (admin only) remove a distribution list, subject to appropriate approval workflows create list automatically create new distribution lists within active directory, ensuring unique aliases and email addresses add or remove owners manage ownership by adding new owners or transferring ownership between users automatic verification and renewal all email lists created through activate are assigned an expiry date (default 180 days, configurable) owners are automatically notified before expiry to confirm whether the list should be retained or deleted this process helps maintain a clean and compliant active directory environment integration and prerequisites activate email list manager integrates tightly with active directory and microsoft exchange or microsoft 365 , enabling seamless management of mail enabled groups exchange (on premises) windows remote management and powershell 3 0 must be installed on the activate server the activate orchestrator service account must hold exchange organisational management and recipient management roles microsoft 365 outbound access on port 443 to microsoft 365 endpoints is required depending on the integration method, either a tenant admin account or an application id with exchange administrative privileges and licensing is needed it is recommended to use one account or app id per activate environment (production, uat, development) integration options depend on the organisation’s microsoft 365 configuration and licensing refer to the activate support portal for detailed guidance on entra id integration, powershell connection requirements, and installation procedures requesting access to a email list business users can request access to any scanned and published distribution list through the activate web portal they can search or browse to locate the desired list choose to request access for themselves, another user, or multiple users enter a justification and submit the request for approval once approved, activate automatically updates the relevant active directory group and notifies both the requester and approver by email creating a new email list authorised users can create new distribution lists by selecting a category and completing a guided form within the portal three types of distribution lists can be created internal public available to all internal users but restricted from external use internal secured restricted to specific internal groups or teams external accessible to both internal and external users activate validates naming conventions, ensures email aliases are unique, mail enables the new list, and assigns ownership to the requester for future management activate automates end to end distribution list management — from creation to renewal — improving governance, reducing it overhead, and ensuring consistent, secure communication group administration