What is a Distribution List? 🤔
Distribution Lists are groups of Contacts that allow you to action in bulk – for example, sending mass emails or making them hot, etc... 🤩
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1. Creating Distribution lists
You can easily create Distribution Lists. Here are some ways to create a distribution list:
Quick add Distribution list
Just click the quick add button at the top of the screen, and select ‘Distribution List'.
Please enter the Distribution list name, adjust the share permissions, assign an owner, and then click the 'Select contacts to add to the list' button to choose the contacts you want to include. Afterward, simply click Save or Save and view to finalize.
Add distribution list on Contacts page
Navigate to the Contacts tab and select the distribution list icon. Once there, click the '+' symbol to create a new distribution list.
Please enter the Distribution list name, adjust the share permissions, assign an owner, and then click the 'Select contacts to add to the list' button to choose the contacts you want to include. Afterward, simply click Save or Save and view to finalize.
Add distribution from the Contact actions list
Select a contact/s and click the Add to the distribution list(s)
Click the '+' sign, enter the Distribution list name, adjust the share permissions as needed, and then click Save. Next, select the newly created distribution list(s) and click Save to finalize.
2. Share Permission
When setting up the sharing permission, you can refer to the permission information below:
Private: If you want to be the only person who can access this Distribution List.
Public: If you want everyone to be able to access it
Share with specific persons: If you only want to share it with selected persons.
Once you’re happy and all set, you can either click Save or Save and view, which pulls you through to the Distribution List that you have just created.
3. Editing and Deleting the Distribution list
To edit a Distribution List, just click the Contacts tab and click on the Distribution list Icon.
⏩ You can select the tab where you saved your distribution list, or use the search box to find the list you want to edit.
The icons below show the different actions you can take with a distribution list.
📌 This will pin the distribution list for everyone to see at the top of the list
✎ This will allow you to edit the distribution list, name, and permission setting, and add or remove contacts.
🗑 This will delete the distribution list
Note: You cannot undelete a deleted distribution once confirmed.
4. Adding and removing contacts to a Distribution list
When editing or creating the Distribution list, you'll find the option to include contacts. - ⏩ Simply click on the button below to add a contact:
This will take you to the list of contacts, where you can select contacts to add to the list. After selecting the contacts, you can finalize it by clicking the button on the top right saying Submit contact(s) to this group
You can also add or remove contacts from the Distribution list directly from the contact profile page.
5. Bulk add Contacts to the Distribution List
If you want to add more than 300 Contacts to a distribution list, you need to do this in batches. You can only add 300 records at a time to Distribution Lists.
To do this, make use of 'Range Selection'.
Action > Range Selection
Input the range you'd like to select like so:
This is your first batch (1st 300 contact records).Then click Select
Add these to your Distribution List
Once added, now you'll do the 2nd batch (#301 to #600)
Repeat this range selection + add to the Distribution List action for the rest of your Contacts.
6. Transferring ownership
A Distribution list is always owned by a single user but can be shared using privacy settings. Additionally, if a user is leaving or changing roles, they have the option to transfer ownership of a Distribution list they own to another user.
Note: Unless you are a system admin, you will not be able to transfer the ownership of a Distribution list you do not own.
Bulk Transfer of ownership (Distribution List)
A system administrator can also transfer the Distribution List in bulk. To do this, you would need to go to Settings > User management > Select the User that you wish to transfer ownership from > Select Reallocate Entity Pool.
A system administrator can also transfer the Distribution List in bulk. To do this, you would need to go to Settings > User management > Select the User that you wish to transfer ownership from > Select Reallocate Entity Pool.
⏭️ This will allow you to select the list you want to transfer (1), click Reallocate (2) And you can select a user from the active user list (3), and click Save (4)
⏭️🔔This action will only allow you to transfer ownership from one user at a time.
Note: You can still transfer Distribution List ownership from a deactivated user to an active user, but once a user is deleted, all associated Entity lists to their ownership will also be deleted.