Most mailing list rules are configured in the List Type through a combination of options available in the ezmlm-make argument string and the ezmlmrc rules file. These are extended by list-level options that control Web availability, Web archives and Subscriber Lists. Since all Kavi Mailing List Manager lists use the same default ezmlmrc file, the help focuses on the ezmlm-make arguments. The only reason you need to be aware of the ezmlmrc file is that your organization may have a custom List Type that uses a custom ezmlmrc file, although this is not common. If you are managing or troubleshooting a mailing list based on a List Type with a custom ezmlmrc file, the behavior described in the help won't necessarily apply. Consult the List Type description for an explanation of the behavioral differences.

Mailing lists use multiple mailboxes so that messages can be filtered into different mailboxes and stored or processed rather than simply forwarded. For example, when a message is posted to the mailing list it is forwarded to all subscribers, but if the digest feature is enabled, the message is also sent to a digest mailbox where it is eventually processed into a digest and sent to addresses on the Digest Subscriber List.

Unlike an alias, a mailing list can have several different kinds of Subscriber Lists, and apply different rules when it receives an email message depending on which of the Subscriber Lists the envelope sender's address appears upon (e.g., Regular Subscriber, Digest Subscriber, Moderator, Allow or Deny). So in the previous example, when a message is posted it is immediately sent to the email addresses on the Regular Subscriber List. When the digest is ready to send out, it is sent to the addresses on the Digest Subscriber List. See the Concepts document Subscriber Lists for more information.

Since the primary task of a mailing list is to receive email messages and forward them to subscribers, many of the configurable rules govern the message posting process. The main mailing list mailbox is the one that receives messages submitted for posting. When the mailing list receives a message at this address it takes the appropriate action based on its configured posting rules, possibly factoring in which Subscriber List the sender's address is on. Posting rules and other configuration settings determine how the message is then routed. For instance, if this is a moderated mailing list, the message may be sent to the moderation queue. For more information on posting rules, see the Concepts document Access Control and Posting Access in the Appendix.

Mailing lists can do more than filter and post email messages. Users can send an email message to a specific email command address to subscribe or unsubscribe, change their subscription type or retrieve archives. As with posting access, access to email commands is governed by configurable rules that may be applied according to the user's Subscriber Level. For more information, see the Concepts document Email Commands.

Besides forwarding posted messages to subscribers, mailing lists can send messages in response to email commands, send moderation messages to moderators and as part of the automated bounce handling process. These messages are described in more detail in Bounces and Automated Bounce Handling and Mailing List Moderation. These standard ezmlm messages use default text that can be customized through the Super Admin tool Edit Mailing List Text.

Every company or organization that handles email must be protected by a firewall, so every email sent to a mailing list passes through at least one firewall where it is subject to screening by virus and spam filters. If the email isn't well-constructed (e.g. the subject line is blank), it may be classified as spam by the spam filter. Spam messages are usually deleted automatically without any notification being generated.

If the organization has virus scanning enabled, messages sent to a mailing list may be scanned. If the message contains a virused email attachment, the email is deleted, but an email notification is sent to the sender. If the email message passes the tests for spam and malware, it is sent to the mailing list, then routed according to list rules.

When a mailing list receives a message to be posted, it follows its configured rules and processes the message according to those rules. Most rules require the mailing list to identify the envelope sender and check whether the envelope sender's address is on a specific Subscriber List and then applying the posting rules for that Subscriber List.

Posts are routed according to the configured posting rules, and the rules usually apply differently to senders whose addresses are on different Subscriber Lists.

Subscribers are added automatically to Members Mailing Lists, which are populated by a configurable query run against the Kavi Members database. Subscribers cannot manage their own subscriptions on this kind of mailing list, which includes the default 'members' mailing list. Members Mailing List queries are customizable, so subscribers may be selected based on assigned types, purpose or other criteria.

Assuming the 'Provide Members Email Option' is enabled in Configure Privacy Options, Members Mailing Lists may be configured to respect user opt-out or not. Mandatory mailing lists do not respect user opt-out, so subscribers cannot be removed from these lists. If the mailing list is configured to respect opt-out, users or administrators can remove the user from all optional Members Mailing List by setting the opt-out option in the user's record. If a subscriber is removed from a Members Mailing List by an automated bounce handler, the subscriber is automatically re-subscribed.

If a mailing list accepts subscription requests via email, users can subscribe themselves directly to the Regular Subscriber List or Digest Subscriber List, or unsubscribe from either of these lists, using ezmlm email commands.

The list user must usually confirm the subscribe or unsubscribe request by replying to a confirmation request sent to the address for which the request was made. If the mailing list accepts public email commands but has a moderated subscription process, the moderator also needs to confirm the request before the subscription will be added.

The user may subscribe under any email address, so even if this subscription belongs to an account holder, the subscribed address may or may not be in the Kavi Members database. When an account holder subscribes via email and the email address matches one in the Kavi Members database, the software automatically associates this subscription with the appropriate account holder. If the account holder later updates this email address in the Kavi Members database or their account status changes, all associated subscriptions are automatically updated as well, even those added via email.

When an account holder subscribes under an email address that isn't in the Kavi Members database, the subscription can't be associated with the account holder. These disassociated or orphaned subscriptions can't be maintained with the same degree of accuracy as those that are associated with an account holder. List users subscribed under email addresses that aren't in the Kavi Members database are classified as Public Subscribers. Public Subscriber subscription information is stored in the ezmlm Subscriber Lists and Kavi Mailing List Manager Database, rather than the Kavi Members database.

When an account holder is subscribed through Kavi Mailing List Manager tools, the primary email address is pulled from the Kavi® Members database. If the list is configured to use an Allow Subscriber List and there are alternate email addresses stored in Kavi Members, these alternate email addresses are automatically added to the Allow Subscriber List to confer subscriber-level posting privileges. If an account holder email address changes, the address is updated on all mailing lists to which it is subscribed.

User access to webtools used to subscribe to a mailing list is configured in the Web Availability option. The public may be allowed to subscribe (although this requires customization, since User Tools are ordinarily protected and require login), or any account holder may be able to subscribe directly. More private lists require new subscribers to be added by administrators. The most private lists of all, those that use the 'Administrators Only' setting, actually prevent subscribers from unsubscribing themselves from the list.

Administrators can use tools available through the Admin Tools menu to subscribe or unsubscribe addresses from any Subscriber List, including the Moderator, Deny or Allow Subscriber Lists. If an administrator unsubscribes an address from a mailing list that is maintained through automated processes, such as the Members list, the automated process will respect the administrator action and not re-add the subscription.

As already discussed, Subscriber Lists are actually managed by the third-party ezmlm software. Email addresses can be added or removed from these Subscriber Lists through ezmlm email commands, through automated processes, and through Kavi Mailing List Manager tools. Subscriber data is actually stored in three places: the ezmlm Subscriber Lists, the Kavi Members database and the Kavi Mailing List Manager database. When a subscription change is initiated through webtools, the ezmlm subscriber lists are immediately updated. But when the change is initiated through ezmlm email commands, the information isn't immediately propagated to the databases. Instead, the information in the ezmlm Subscriber Lists is propagated to the application databases on a nightly basis, or by an administrator performing a manual database synchronization operations through the Synchronize Lists tool. For more information, see the page help for the Synchronize Lists tool.

The existence of Public Subscribers on a mailing list gives rise to several issues. A Public Subscriber is any subscribed address that isn't in the Kavi Members database. As stated previously, a Public Subscriber may be an account holder using an email address that isn't listed in their Kavi Members account, or may truly be a member of the public with no affiliation with the organization other than as a consumer of information being distributed through some organization mailing list.

The issues mentioned here are primarily associated with public mailing lists that accept email subscribe commands, but these lists are the best way to facilitate a large public subscribership, which is ideal for newsletters. This is also a convenience for members because they can easily subscribe under a personal or temporary address.