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A distribution group is not the project team. The project team is who can work on the job. A distribution group is a named list of people who receive things. Adding someone to a group does not give them access to the job, and adding them to the job does not put them in any group.

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What it’s for

Instead of picking the same eight people every time you send a transmittal, you make a group called “Owner and design team” once and pick that.
1

Create the group and name it for its purpose

Name it after the job it does — “Submittal reviewers,” “Owner monthly” — not after the people in it. People change; purposes don’t.
2

Add the members

Employees and external contacts both. → Employees vs. External Contacts
3

Check which modules use it

Some modules will use a group automatically once it exists.
Review your groups when somebody leaves a company. A stale distribution group quietly emails a competitor’s ex-employee your submittals.

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Next

Send Mail

What actually went out, and to whom.

Employees vs. contacts

The most common setup mistake.