Ingentis distribution.list
Dynamic email distribution groups

Ingentis distribution.list
Dynamic email distribution groups

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Software for the intelligent management of dynamic distribution groups

The software Ingentis distribution.list is an easy-to-use solution for the automated management of dynamic distribution and security groups. The members of a dynamic group are determined based on custom conditions which can easily be configured according to your requirements. Created dynamic distribution lists can be synchronized with leading systems such as Active Directory, MS Excel, Microsoft 365, Azure AD, or HCL Notes. In addition, the distribution of emails can be launched directly from Ingentis distribution.list.

Integrating our distribution list software into your existing landscape

Description of the workflow with Ingentis distribution.list

Ingentis distribution.list closes the gap between leading data sources such as your HR system (e.g. SAP HCM, SAP SuccessFactors, Workday, Oracle HCM, PeopleSoft, and many more) and your Active Directory, MS Exchange, Microsoft 365, Azure AD, HCL Notes, or other target systems.
Data that has newly been added to the source system is regularly transferred, e.g. on a daily basis. This applies to a user’s master data as well as to their structural assignment. After your custom conditions have been executed, the updated dynamic groups can be synchronized with your target system. This ensures up-to-date groups which can be used as email distribution lists, security groups, or universal groups.

Features of Ingentis distribution.list

Interfaces to leading data sources

Thanks to standard interfaces, Ingentis distribution.list can easily be connected to numerous data sources. This includes leading HR systems such as SAP HCM, SAP SuccessFactors, Oracle HCM, PeopleSoft, or Workday.
For example, a high-performance functional module can retrieve information from SAP HCM PA, or data about the organizational structure from SAP HCM OM in a swift manner. With its own implementation guide (IMG), this module can be adapted to the needs of your company. This way, individual information types or fields can be read and used as selection criteria within Ingentis distribution.list.

The software can also be linked to databases (e.g. Microsoft SQL Server), directory services (e.g. LDAP / Active Directory), or flat files such as Excel, or CSV.

Synchronization of distribution lists with target systems

Dynamic distribution groups created with Ingentis distribution.list can be synchronized automatically and time-controlled with your existing Active Directory or mailing system. Interfaces are available for MS Exchange/Outlook, Active Directory, MS Office 365/Azure AD, and HCL Notes. Furthermore, the groups can be exported into a CSV file.

Synchronization via MS Exchange/Active Directory

Ingentis distribution.list automatically synchronizes the most recent version of your distribution groups with Active Directory. Settings that define how the software handles empty distribution groups or not yet existing ones can be freely configured. This includes the possibility of setting or changing the type from e.g. universal group to mail-enabled group.

Synchronization with HCL Notes

Ingentis distribution.list automatically synchronizes the most recent version of your distribution group with HCL Notes. distribution.list takes care of the common 32k error and integrates the members into subgroups in case of large groups with many members. Our software also supports the creation and management of ACL groups.

Synchronization with MS Office 365 / Azure AD

Ingentis distribution.list interfaces with Microsoft Office 365 / Azure AD using the MS Graph API. Newly created distribution and/or security groups are automatically transferred to the target system and kept up to date. Due to security reasons, Ingentis distribution.list does not updated existing groups in Azure AD but only those which have been created by Ingentis distribution.list. 

Synchronization with other target systems

With Ingentis distribution.list, it’s possible to export the updated distribution groups into flat files such as CSV or XML. These files can be used in other target systems such as identity management systems.


Use of dynamic criteria

Ingentis distribution.list identifies group members based on configurable conditions. Users matching the pre-defined criteria are added to the membership list. The configuration of these dynamic criteria does not require any coding skills, which also enables users outside of the IT department to complete the task.
The software also offers a “structure from” operator allowing for the consideration of reporting lines. If this operator is applied, the Ingentis distribution.list will add all direct and indirect reports of the selected person to the created distribution list.


Data synchronization

Does your IT department still update HR data manually in the Active Directory? Ingentis distribution.list carries out this task automatically.
All you need to do is define which attributes of the Active Directory must be updated – our software will do the legwork. Examples of such attributes include department, position, building, or project team of the respective distribution group.

Email distribution

Launch the distribution of emails directly out of Ingentis distribution.list. Similar to your standard mailing software, subject line, content, and attachments are freely editable.
Furthermore, the use of individual email templates allows for a certain degree of custom design, e.g. to comply with your corporate identity guidelines. The mail merge function enables a personalized client correspondence.
Thanks to the email correspondence archive via online protocol the delivery of your emails can be verified.

SMTP Proxy

Each dynamic distribution group created with Ingentis distribution.list can be made accessible via an email address. Mailings can be sent to these distribution groups with the existing email client – without having to synchronize with the email system. This approach minimizes both the number of groups in your Active Directory and the number of memberships of each user.

Access and user management

The web-based application can be accessed via Internet browser and comes with its own user management. This enables a detailed configuration of features available to each user as well as access authorization for specific data points.

Event-based PowerShell plug-in

Ingentis distribution.list comes with a PowerShell plug-in that can trigger custom scripts based on an event reported by the software itself. This ensures the desired behavior of Ingentis distribution.list according to the requirements of the IT department.

Our software for the management of automated distribution groups at a glance

Popular use cases of Ingentis distribution.list

Your company wishes to create a distribution list containing all employees from the HR and IT departments

To create the list, you need to define the following criteria in Ingentis distribution.list:

  • Division of the employee = IT or
  • division of the employee = HR

As a result, the generated distribution list contains Emily Parker (HR), Sandra Williams (HR), and Jake Johnson (IT). But now, Jake Johnson has transferred to the finance division, and this information is updated in the database during the day by the HR department. During the next synchronization cycle, Ingentis distribution.list automatically adjusts the recipients, leaving only E.Parker and S.Williams on the list.

Due to construction works, the employees of building A need to be informed about a temporary move

In this example, the common denominator for the distribution list is the building the employees are working at. There could be several ways to define this, e.g. via building name or street name. In this case, we chose to use a name:

  • Name of building where employee is located: Building A

After selecting the building, distribution.list creates a list of everbody sitting in building A.

The company wants to send every first responder within the company information regarding the refresher course

Depending on your data system, there are different ways of storing the information if an employee is a first responder or not. The most typical method would be to save a positive value in the respective field (e.g. 1, +, “yes”) in case the employee is a first responder. Vice versa, the field would receive a negative value (e.g. 0, -, “no”) if the employee is not. To create the requested list, the positive value must apply, for example:

  • First responder = Yes

Other common use cases of how to create dynamic distribution lists

Distribution groups based on geographical information such as one group per country, region, location, etc. 


Distribution lists based on employee groups such as one group for all permanent employees, one for all part time employees, etc. 

Distribution lists based on hierarchy such as employees below a specific manager or all employees from an org unit and below

Join our free software webinars

Experience the flexibility of our software solution Ingentis distribution.list in one of our online product demos.


Here are the dates for the next Ingentis distribution.list webinars

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TitleDateStart TimeDurationRegister
Ingentis distribution.list - Software Webinar --- 04:00 pm (CET) / 07:00 am (PST) Employees may come and go, transfer to a new position, or gain new responsibilities. Keep your authorization groups mailing lists up to date without having to manually make changes with Ingentis distribution.list!

In our free webinar, we'll show you how the software uses dynamic criteria to determine the members of your authorization groups and email distribution lists. Thanks to automated data synchronization with the CRM or HR system, or Active Directory, your lists will always be up to date!

We look forward to talking to you in our webinar!
15 Dec, 20224:00pm CET1 hour

Get a free trial version – contact us!

Would you like to see for yourself how distribution.list works? Get in touch with us for a free trial version.

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Do you have any questions regarding Ingentis distribution.list? Are you interested in a consultation? Don’t hesitate to contact us via the contact form below. We look forward to you hearing from you!

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