E-mail Distribution List

E-mail Distribution List

Overview

An E-mail Distribution List defines who receives a report sent by myGroundForce. You choose the report, then the recipients: employee categories, user profiles, FedEx Contacts, regions and e-mail addresses.
For the Monthly Maintenance Record - MMR and the Individual Vehicle Mileage Report - IVMR, each list also has a Domicile. The list only receives the reports of vehicles registered under that Domicile.

Before you start

  • You need access to the Email Distribution Lists screen (for example, the Owner or Business Contact profile).
  • For MMR and IVMR lists, your vehicles must have a Domicile in the Vehicle Registry.

Accessing E-mail Distribution Lists

Go to Settings → Email Distribution Lists.
The screen lists your distribution lists. Use the Edit icon image.png to change a list and the Deactivate icon image.png to deactivate it.

image.png

How it works

  • Each list sends one report type, selected in Report.
  • You can combine any recipients: Employee Category, User Profile, FedEx Contact, Region and E-mail. Fill in at least one of them.
  • For Monthly Maintenance Record - MMR and Individual Vehicle Mileage Report - IVMR lists:
    • Domicile is required.
    • You can select only one Domicile per list. To send reports for several Domiciles, create one list per Domicile.
    • Only the reports of vehicles registered under the selected Domicile are sent to the list. Vehicles from other Domiciles are not included.
    • MMR and IVMR lists are set up separately, each with its own Domicile.

Step-by-step: create a distribution list

  1. Go to Settings → Email Distribution Lists and click Add image.png.
  2. In List Name, type a name for the list.
  3. In Report, select the report this list will receive.
  4. In Status, select Active.
  5. If the report is Monthly Maintenance Record - MMR or Individual Vehicle Mileage Report - IVMR, select a Domicile. Hover over (or tap) the i icon next to Domicile to see what the field does. [Screenshot: Email Distribution List Registry with Report = Individual Vehicle Mileage Report - IVMR, the Domicile field and the tooltip open]

image.png

  1. Choose the recipients in Employee Category, User Profile, FedEx Contact and/or Region.
  2. In E-mail, type any other addresses. Separate e-mail addresses with a semicolon.
  3. Click Save.
    Fields marked with a red asterisk (*) are required.

Step-by-step: edit a distribution list

  1. Go to Settings → Email Distribution Lists.
  2. Click the Edit icon image.png of the list.
  3. Change the fields you need. For MMR and IVMR lists, you can change the Domicile.
  4. Click Save.

Messages you may see

MessageWhat it meansWhat to do
"Domicile limits this distribution list to reports for vehicles registered under the selected Domicile. Only vehicles registered under this Domicile will be included in this report distribution."Tooltip of the i icon next to Domicile.No action needed.
"Please verify the required fields."A required field is empty. For MMR and IVMR lists, this includes Domicile.Fill in the fields marked with * and click Save again.

Important notes

  • The Domicile of each vehicle comes from the Vehicle Registry. If a vehicle is missing from a report sent to a list, check that the vehicle is registered under the list's Domicile.
  • The Domicile filter applies only to MMR and IVMR lists. Other reports do not have a Domicile field.