Predefined distribution lists allow you to document communications sent to a group of recipients in each person’s individual record quickly and easily.
Create a Distribution List
To create a distribution list:
- Click on the Stakeholder Engagement register in the left navigation menu.
- Click on 'Distribution list' in the Tools section and then click the green ‘+Create’ button. The title and project fields are mandatory. You may also enter subject categories, a list type, the source of the list, a description, engagement approach, and a preferred engagement frequency.
- Once you have completed the fields, click save.
Please note that if your organization uses the Smart communication Add-on, you will have additional options. To create a basic distribution list, you must choose 'Basic' as the list type before selecting a subtype.
- After you create the distribution list, select the stakeholders you would like to include from the Stakeholder Engagement register in the left navigation menu.
It is possible to:
- Select an organisation.
- Select an individual that has a position at an organisation.
- Select an individual not affiliated with any organisation.
- Create a new individual and add them to the distribution list.
If a large number of stakeholders need to be added to the list, you can use the 'Select multiple' function available in the Individuals and Organisation registers. (For additional information, see Step 2 in this article.) Please note that the general information and the stakeholders in your existing distribution lists can be updated at any time.
Use a list to add participants to a communication
Distribution lists may be used to quickly and easily document your communications with multiple stakeholders:
- When editing a communication record click on the 'Actions' button in the communication header.
- Choose 'Add members of a distribution list'
- Select the distribution list you wish to use. Members of the selected list are automatically added to the communication as participants.
For additional information, please consult the following articles: