Create and Edit Basic Distribution Lists - NEW

Difficulty: Easy

 

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.

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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.

 

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For additional information, please consult the following articles: 

 

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