Distribution Lists are groups of Contacts which allow you to action in bulk – for example, sending mass emails or making them hot.
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, select ‘Distribution List'.
Enter the Distribution list name, change the share permission, click the select contacts to add to the list button and select the contacts you wish to add. Once done, click Save or Save and view.
Add distribution list in Contacts page
Go to the contacts tab and click on the distribution list icon.
From there, click the + to add a new distribution list.
Enter the Distribution list name, change the share permission, click the select contacts to add to the list button and select the contacts you wish to add. Once done, click Save or Save and view.
Add distribution from contact actions list
Select a contact/s and click the Add to distribution list(s)
Click the + sign and enter the Distribution list name, change the share permission and click Save. Select the newly created distribution list(s) and click Save.
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 only.
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 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, 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
During editing or creating the Distribution list, you will have the option to add contacts to it. To add a contact, you can click on the button below:
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 from the contact profile page
5. Bulk add Contacts to 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 Distribution List action for the rest of your Contacts.
6. Transferring ownership
A Distribution list will always be owned by one user only, but it can be shared via privacy settings.
However, if a user is leaving or changing roles, users will also have the option to transfer the 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 Talent pool in bulk. To do this, you would need to go to Settings > User management > 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.