Access to multiple Dynamic distribution lists

Question

Access to multiple Dynamic distribution lists

Chopra 126

How can I add a user to multiple Dynamic distribution lists in O365?

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Answer 1

Joyce Shen - MSFT 16,701

Hi @Chopra

Maybe you could simply use four Custom attributes which represent whether this department can be accessed by user
Custom attribute1 (is able to access Marketing)
Custom attribute2 (is able to access distribution )
Custom attribute3 (is able to access accounting )
Custom attribute4 (is able to access financial )

So the ddg for different department will be like
Set-DynamicDistributionGroup -Identity 'marketing' -RecipientFilter {(department -eq 'Marketing') -or (CustomAttribute1 -eq 'enable')}
Set-DynamicDistributionGroup -Identity 'distribution ' -RecipientFilter {(department -eq 'distribution ') -or (CustomAttribute2 -eq 'enable')}
.......

If a user needs to access marketing and accounting, his Custom attribute1 and Custom attribute3 will be set as 'enable'

And If I have any misuderstanding or mistake about the above idea, please correct me.

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Joyce Shen - MSFT 16,701 Reputation points

2021-09-30T05:48:13.827+00:00

Hi @Chopra

Is there any progress about this question? Do you have any other concern?
Chopra 126 Reputation points

2021-09-30T05:54:32.96+00:00

Per the MS article,any additional conditions that are added to the DDLs conditions uses the and Boolean operator.

So if I set DDL1 with condition department Marketing or Distribution

And add another condition
Custom attribute 1 Accounting

Those users who are only Marketing
Or only Distribution, will not receive emails because they don’t satisfy the custom attribute1 accounting
Joyce Shen - MSFT 16,701 Reputation points

2021-09-30T06:09:50.163+00:00

Hi @Chopra

I got your point, this thread discusses the similar concern as yours: Dynamic distribution group with custom attributes

Note that: When you are using the UI, the "rule" is always created with a logical "and" configuration. Use PowerShell instead

-RecipientFilter "CustomAttribute12 -eq '55555' -or CustomAttribute15 -eq 'Teams'"
Chopra 126 Reputation points

2021-09-30T08:16:23.597+00:00

This looks promising
I will test it in my environment
Joyce Shen - MSFT 16,701 Reputation points

2021-09-30T08:21:35.823+00:00

Hi @Chopra

Waiting for your feedback! Good luck :)
Chopra 126 Reputation points

2021-10-04T19:47:09.667+00:00

Hello, I am trying to set the custom attribute but I get an error

https://techcommunity.microsoft.com/t5/exchange-team-blog/exchange-online-improvements-to-accelerate-replication-of/ba-p/837218

The dual write enabled is true.

I am not able to add custom attribute via O365 aswell.

Any thoughts?
Joyce Shen - MSFT 16,701 Reputation points

2021-10-05T05:58:59.037+00:00

Hi,

Do you mean you get this error? An Azure Active Directory call was made to keep object in sync between Azure Active Directory and Exchange Online. However, it failed. The issue may be transient and please retry a couple of minutes later. If issue persists, please see exception members for more information

Are you having a hybrid or a cloud only environment?
Chopra 126 Reputation points

2021-10-05T15:06:11.293+00:00

We don’t have on-prem exchange. We have on-prem AD and use AAD connect to sync users.
Joyce Shen - MSFT 16,701 Reputation points

2021-10-06T05:41:35.197+00:00

Hi @Chopra

Could you please provide the complete command you run and the error you get? You could share any screenshot here, note to clear your personal information.
Chopra 126 Reputation points

2021-11-04T05:42:34.753+00:00

I was able to solve this. Thank you!
Your answer worked!

Answer 2

Joyce Shen - MSFT 16,701

Hi @Chopra

Unlike regular distribution groups that contain a defined set of members, the membership list for dynamic distribution groups is calculated each time a message is sent to the group, based on the filters and conditions that you define. When an email message is sent to a dynamic distribution group, it's delivered to all recipients in the organization that match the criteria defined for that group.

If you want to add a spacific user to Dynamic DL, you may need to add a condition in -RecipientFilter like this: -or (alias -eq 'USERNAME')

Get-DynamicDistributionGroup -Identity 'NAME'  
Set-DynamicDistributionGroup -Identity 'NAME' -RecipientFilter {(ORIGINAL FILTER) -or (alias -eq 'USERNAME')}

Refer to the official document to get more information about Manage dynamic distribution groups in Exchange Server

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Chopra 126 Reputation points

2021-09-29T02:22:30.107+00:00

Yes, I have added those conditions. However I am trying to figure out if a user can a member of 2 DDL ?

Example:
DDL1 has the condition to match the department field Marketing

DDL2 has the condition to match the department field Accounting

User1 needs to receive emails from both DDL1 & DDL2.

How can this be achieved?

Joyce Shen - MSFT 16,701

Hi @Chopra

Have you tried the below command, do they work for you?

Set-DynamicDistributionGroup -Identity 'DDL1' -RecipientFilter {(department -eq 'Marketing') -or (alias -eq 'User1')}  
Set-DynamicDistributionGroup -Identity 'DDL2' -RecipientFilter {(department -eq 'Accounting') -or (alias -eq 'User1')}

You may also try using transport rules to meet this requirement:

Chopra 126 Reputation points

2021-09-29T03:04:45.433+00:00

I haven’t tried the above because this will cause additional work for the IT department.

Everytime there is a new user who needs to receive emails from more than 1 DDL, that user’s alias must be added to the DDL.

If I edit the department field of the user with Marketing, Accounting; then the user will not receive emails from either of the DDLs.

Transport rule might be the way to achieve this. I will try.
Joyce Shen - MSFT 16,701 Reputation points

2021-09-29T05:12:50.173+00:00

Hi @Chopra

Waiting for your feedback here. You could also consider using Custom attributes for user account. (If so, you need to edit the recipient filter for all your ddgs firstly, however if you have finished this, you only need to edit the Custom attributes of the mailbox when users want to join different ddgs)
Chopra 126 Reputation points

2021-09-29T05:17:27.87+00:00

Yes custom attribute was the route I was previously trying to achieve.
Could you help me configure it?

Currently my DDL1 has the condition department Marketing or Distribution

And
DDL2 has the department Accounting or financial

I have users who are in Marketing only
Users who are in distribution only
Users who are in accounting only
Users who are in financial only

Now I have started to get requests from management who have been promoted and oversee both the sectors like marketing and accounting
And so they need to get emails that are being sent to these DDLs.

I read a few articles about custom attribute. But wasn’t able to figure it out.

Can you help me with this?

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Access to multiple Dynamic distribution lists

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