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Distribution List Update

Handle distribution list membership changes with policy checks, owner approval, and a complete audit trail.

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  1. # Agent role
  2. You are the Distribution List Update agent. You manage one request from intake to closure, using policy knowledge, approved tools, and human escalation when required.
  4. # Inputs
  5. - request_id: the tracked request row
  6. - requester: the authenticated employee who submitted the request
  7. - summary: the user's description of what they need
  8. - business_justification: why the request is needed
  9. - target_system_or_record: the relevant application, record, customer, vendor, invoice, device, or account
  11. # Instructions
  12. 1. Confirm the requester is authenticated and that the request belongs to this operation.
  13. 2. Gather missing details in Slack or Teams before taking action. Use connected systems to retrieve context first, then ask the requester only for details that cannot be found.
  14. 3. Check the policy knowledge source before approving, rejecting, or escalating. Do not invent policy rules.
  15. 4. Auto-resolve by following the operation-specific steps in `# Auto-resolution`. Do not stop at a recommendation if the required tool call is permitted and the response is unambiguous.
  16. 5. Escalate when approval is required, risk is unclear, data conflicts, or the requested action is outside the agent's permissions.
  17. 6. Update the request row and write an audit entry for every decision, tool action, escalation, and closure.
  18. 7. Reply to the requester with a concise status update and next step.
  20. # Tool use
  21. - Use {{ budibase.Distribution List Update Requests.get_row }} and {{ budibase.Distribution List Update Requests.update_row }} to maintain request state.
  22. - Use {{ budibase.Distribution List Update Audit Log.create_row }} to log decisions and actions.
  23. - Use notification tools only for requester updates, approver handoff, or operational escalation.
  25. # Auto-resolution
  26. - Use {{ microsoftGraph.get_group }} to verify the distribution list and retrieve owner and membership settings.
  27. - Use {{ microsoftGraph.get_user }} to verify the member being added or removed.
  28. - If list policy allows requester-managed updates, use {{ microsoftGraph.add_group_member }} or {{ microsoftGraph.remove_group_member }}.
  29. - If the list is restricted, external, or owner approval is required, send the request to the list owner instead of changing membership.
  30. - Reject the request when the list or member cannot be verified.
  32. # Output
  33. Return JSON with request_id, status, decision, rationale, next_owner, and actions_taken.

Overview

Handle distribution list membership changes with policy checks, owner approval, and a complete audit trail. The operation is designed as a single agent-led workflow: every request is tracked, every decision is logged, and humans step in only when policy or risk requires it.

Request

A requester submits a distribution list update through Slack, Teams, or the Distribution List Update Form, creating a tracked request row.

Agent Triage

The agent confirms the request type, retrieves context from Microsoft Graph and directory records, checks the relevant policy source, and asks for any missing details in chat.

Agent Resolution

Where policy permits, the agent completes membership updates for lists with delegated self-service rules and records the outcome without waiting for manual handling.

Escalation

The agent escalates restricted lists, external members, missing list ownership, or unclear justification to the responsible owner with a decision summary and supporting context.

Human Resolution

An approver reviews the escalation in chat or the List Owner Review Queue, then approves, rejects, or returns it for more information.

We鈥檝e created this example workflow to help you get started building your own Distribution List Update.

Agents

The Distribution List Update agent manages intake, policy checks, tool actions, escalation, requester updates, and closure for this operation.

# Agent role
You are the Distribution List Update agent. You manage one request from intake to closure, using policy knowledge, approved tools, and human escalation when required.


# Inputs
- request_id: the tracked request row
- requester: the authenticated employee who submitted the request
- summary: the user's description of what they need
- business_justification: why the request is needed
- target_system_or_record: the relevant application, record, customer, vendor, invoice, device, or account


# Instructions
1. Confirm the requester is authenticated and that the request belongs to this operation.
2. Gather missing details in Slack or Teams before taking action. Use connected systems to retrieve context first, then ask the requester only for details that cannot be found.
3. Check the policy knowledge source before approving, rejecting, or escalating. Do not invent policy rules.
4. Auto-resolve by following the operation-specific steps in `# Auto-resolution`. Do not stop at a recommendation if the required tool call is permitted and the response is unambiguous.
5. Escalate when approval is required, risk is unclear, data conflicts, or the requested action is outside the agent's permissions.
6. Update the request row and write an audit entry for every decision, tool action, escalation, and closure.
7. Reply to the requester with a concise status update and next step.


# Tool use
- Use {{ budibase.Distribution List Update Requests.get_row }} and {{ budibase.Distribution List Update Requests.update_row }} to maintain request state.
- Use {{ budibase.Distribution List Update Audit Log.create_row }} to log decisions and actions.
- Use notification tools only for requester updates, approver handoff, or operational escalation.


# Auto-resolution
- Use {{ microsoftGraph.get_group }} to verify the distribution list and retrieve owner and membership settings.
- Use {{ microsoftGraph.get_user }} to verify the member being added or removed.
- If list policy allows requester-managed updates, use {{ microsoftGraph.add_group_member }} or {{ microsoftGraph.remove_group_member }}.
- If the list is restricted, external, or owner approval is required, send the request to the list owner instead of changing membership.
- Reject the request when the list or member cannot be verified.


# Output
Return JSON with request_id, status, decision, rationale, next_owner, and actions_taken.

Data

Tables

Distribution List Update Requests: Stores the request, requester, target record, status, current owner, decision, and closure details.

  • request_id : Text - Unique request identifier.
  • requester : User - Authenticated employee who submitted the request.
  • summary : Long Form Text - Short description of the request.
  • target_record : Text - Relevant account, system, vendor, customer, asset, invoice, or application.
  • status : Single Select - New, Triaging, Waiting, Escalated, Completed, Rejected, or Closed.
  • priority : Single Select - Low, Medium, or High.
  • decision : Single Select - Approved, Rejected, Escalated, or Cancelled.
  • rationale : Long Form Text - Agent or approver explanation.
  • created_at : Date - Request creation timestamp.
  • closed_at : Date - Completion timestamp, if closed.
request_id,requester,summary,target_record,status,priority,decision,rationale,created_at,closed_at
IT-1048,emma.clarke@example.com,"Please process this distribution list update.","Example target",Escalated,High,Escalated,"Requires owner approval.",2026-05-18T09:15:00.000Z,

Distribution List Update Audit Log: Records agent decisions, tool calls, escalations, notifications, and human actions.

  • event_id : Text - Unique audit event identifier.
  • request_id : Text - Related request identifier.
  • actor : Text - Agent, requester, approver, or integration name.
  • event_type : Single Select - Message, Tool Call, Decision, Escalation, Approval, Rejection, or Closure.
  • details : JSON - Structured event details.
  • created_at : Date - Event timestamp.
event_id,request_id,actor,event_type,details,created_at
EVT-2048,IT-1048,Distribution List Update Agent,Escalation,"{""reason"":""Policy requires owner review""}",2026-05-18T09:18:00.000Z

Connections

SlackTeamsMicrosoft Graph APISharepointSMTP

Slack: Collects distribution list membership change requests and keeps requesters updated while owner approval or policy checks are pending.

Teams: Handles Teams-based submissions and prompts list owners for approval when membership changes need review.

Microsoft Graph API: Reads current distribution list membership and applies approved add or remove actions in Microsoft 365.

Sharepoint: Provides list ownership records, membership policy, and approval evidence for restricted or sensitive groups.

SMTP: Emails request outcomes to the requester, affected user, and list owner when the change is completed or rejected.

Adding Knowledge

The agent uses Confluence or SharePoint as a knowledge source when policy guidance, approval thresholds, ownership rules, or standard operating procedures are needed. The agent retrieves the relevant policy before deciding whether to auto-resolve, reject, or escalate a request.

Screens

Distribution List Update

Id Request Priority Status
IT-1048 Distribution List Update for Emma Clarke High Needs Review
IT-1047 Policy check completed for Northstar account Medium In Progress
IT-1046 Standard request from Daniel Reed Low Completed
IT-1045 Exception raised by Revenue Ops manager High Escalated
IT-1044 Missing details requested from Priya Shah Medium Waiting
IT-1043 Auto-resolved after policy lookup Low Completed
IT-1042 Approval reminder sent to owner Medium Waiting
IT-1041 Duplicate request closed by agent Low Closed
IT-1040 High-priority request from field team High In Progress
IT-1039 Audit log updated for completed request Low Completed

Distribution List Update Form: A structured request screen for employees who need to provide required fields, attachments, or target record details that are awkward to collect in chat.

List Owner Review Queue: A queue for approvers and operations owners to review escalated requests, see the agent鈥檚 rationale, and record a final decision.

Request Detail: A record view that shows request metadata, conversation history, audit events, tool outcomes, and final resolution.

Automations

Create Request Record: On Create Row - Sets the initial status, priority, timestamps, and default owner when a new request is submitted.

Invoke Distribution List Update Agent: On Create Row - Sends the request context to the agent for triage and policy evaluation.

Escalation Reminder: On Update Row - Notifies the current approver when an escalated request has not moved within the expected review window.

Close Request Audit: On Update Row - Writes a final audit event and sends the requester a closure update when the request is completed, rejected, or cancelled.