HP 3000 Manuals HP 3000 Manuals
Creating Route Lists
NOTE You can only send messages using Route Lists if you have HP DeskManagerPLUS installed on your system.
For more information on sending routed messages, refer to "Routing a Message" . The Route List contains the names and mail addresses of the people to whom you are sending a routed message. There are two categories of people you can include in a Distribution List. These are: FOR These are the people that must approve the routed message, in the AP- order that they will receive it. PROVAL BY: DELIVER The person that will finally receive the message providing that TO: it is approved by all of the people in the FOR APPROVAL BY list. There must always be an entry in this category of the list. The message progresses through the list of users providing that each person APPROVEs the message. If the message is REJECTed by any of the people on the list, then the message is returned to the user who sent the original message. To create a Route List in your List Area: 1. Go to the List Area, and type CREATE ROUTE Return. 2. Type a name for the Route List. It is useful to choose names that easily identify the contents of the list. For example, a list containing the names of the managers who must approve a travel request, and the Travel Office, could be called TRAVEL. 3. HP Desk prompts you for the names you want to include in the Route List. Enter the names of everyone who must receive and approve the message in the FOR APPROVAL BY category, pressing Return after each name. These names should be entered in the correct order--that is, the fiirst name entered will be the person who will be the first signatory on the list. Whenever you type a name HP Desk echoes it back with its full address. If you change your mind about a name you have added to the list you can delete it by typing DELETE followed by the number of the user. For example, if you want to delete the third name in the Route List type: DELETE 3 4. When you have finished the list type two slashes // on a new line and press Return 5. You must then enter the name of the person in the DELIVER TO category who will receive the routed message if everyone in the Route List approves it. Only one name can be entered in this category. If you want to receive this, then you should enter your own name. If you want to include names of people using a different HP Desk system, you may need to type their mail addresses. See "Addressing Messages" . HP Desk saves the list in the List Area. To see the names contained in any list, use the READ command.
NOTE If you enter a name that is already in the list, then it will be deleted from its original position, and the new one will be placed in the list at the current position.
Copying Route Lists You can also create Route Lists in your List Area by copying the Route List from a message you have received, or from a folder, such as the Public Distribution Lists folder. To copy Route Lists into the List Area: You can copy a Route List from a routed message or a folder: * In an open message, type COPY followed by the number of the part containing the list, followed by TO LISTAREA. Then press Return. For example: MESSAGE 1 > COPY 1 TO LISTAREA Return * HP Desk automatically names the list in your List Area DISTRIBUTION. To change this, use the RENAME command. For example: Listarea > RENAME "DISTRIBUTION" Return Subject : travel Return * In the List Area, type COPY FROM followed by the name of a list and the name of the Filing Cabinet folder containing it. Press Return. For example: Listarea > COPY FROM "travel" OF "public" OF FC Return Further Information * You can copy a list to a colleague's List Area. For example: Listarea > COPY "mylist" TO LISTAREA OF anna murphy Return * You can also store a list in your Filing Cabinet. For example: Listarea > COPY "mylist" TO "PUBLIC DIST LIST" Return Sending to Route Lists To send messages to a Route List * You can copy a list from the List Area or Filing Cabinet into a routed message you are sending. For example: Workarea > ROUTE 4 TO "travel" Return HP Desk searches for the list first in the List Area, then in the Public Distribution Lists folder. If you want to use a list held in another folder in the Filing Cabinet, type the folder name. For example: Workarea > ROUTE 4 TO "route list" OF "trip reports" Return * If you cannot remember the names of your Route Lists type "" and press Return. HP Desk displays an index of Route Lists contained in your List Area. For example: Intray > ROUTE 4 TO "" Return _________________________________________________________________ NOTE Route Lists are not the same as Distribution Lists. You cannot SEND a message to a Route List, and you cannot ROUTE a message to a Distribution List. _________________________________________________________________ Editing Route Lists You can edit Route Lists that already exist in your List Area, or lists that you have just typed when composing a message. To edit a Route List: 1. If the list is in the List Area, at the Listarea > prompt type EDIT followed by the number, or the name of the Route List in quotes, that you want to alter and press Return. For example: Listarea > EDIT "purchases" Return If the list is part of a message you have just composed, type EDIT 1 Return at the MESSAGE > prompt. MESSAGE > EDIT 1 Return 2. HP Desk displays the EDIT > prompt. Type any of the commands in the table on the next page and press Return. Further Information * You can rename a Route List in the List Area or a Folder by typing RENAME. Press Return and HP Desk asks for the new name. For example: Listarea > RENAME "old" Return Subject : new Return * You can delete a Route List by typing DELETE followed by the number, or name in quotes, of the list. For example: Listarea > DELETE "approve list" Return * At the EDIT prompt you can use these commands: Command Effect READ To display all the names in the list. LIST Also displays all the names in the list. ADD To add new entries to the list. You can add names only to the FOR APPROVAL BY category of a Route List. The ADD command on its own, or ADD END will add a name to the end of the FOR APPROVAL BY list. ADD 3 or Add After followed by 3, will add a name after the third user name. You cannot add a name after the DELIVER TO user. INSERT Inserts a name in the list. INSERT 3 or Insert Before followed by 3 will insert a name before the third user name. Insert Start will insert a name at the beginning of the list. DELETE num To delete a name. For example: DELETE 3 You cannot specify the name of the person to be deleted from the list--only their number. Delete Entry has the same effect. You cannot delete a name in the DELIVER TO category. REPLACE num To replace a name with another name. For example, REPLACE 3 or Replace Entry followed by 3 will replace the third entry in the Route List. You cannot specify the name of the person to be replaced in the list--only their number. Use this feature if you want to change the name in the DELIVER TO category. EXIT To return to the Listarea > prompt.