Skip to main content
Conga Support

Email Distribution Lists

The ability to manage email distribution lists is an Administrator-granted permission. If you are able to create, modify, and delete email distributions lists, the Admin menu will display in your Navigation Toolbar and contain the icon edl icon.

Viewing Email Distribution Lists

Before creating a new email distribution list, it is recommended that you review the existing distribution lists to ensure the list has not already been created.

To use a distribution list, simply launch the Address Book from any program feature that uses the Address Book, ensure All People is selected in the people category list, and locate the distribution list using the Search option or paging through the alphabetical listing.

EDL1

A

Navigation Toolbar

Click on Admin to display a menu, and select Email Distribution Lists to display the Mail Distribution List Browse screen.

B

Email Distribution List records

  • View the existing distribution lists and their descriptions.
  • To view the people on a distribution list, click on the list record to display its Mail Distribution List screen.

C

Search option

To quickly locate a distribution list, type the first few letters of the list name in the Search field, and click the Icon Magnifyer icon. To clear the search results, click on the Icon Search Clear icon.

D

New Distribution List button

Click to add a new email distribution list.

 

Adding an Email Distribution List

Email distribution lists are used with several program features, including Messaging from a Company or Contract Profile, Scheduled Reports, Event Alerts, Workflows, Tasks, Scorecards, Projects, and any other program feature that uses the Address Book with the exception of the Document Package and eSignature Package wizards.

An email distribution list facilitates messaging when a single or a recurring message is sent to a large group of people.

EDL2

A

Navigation Toolbar

Click on Admin to display a menu, and select Email Distribution Lists to display the Mail Distribution List Browse screen.

B

New Distribution List

Click to display the Mail Distribution List screen.

EDL3

C

Distribution List Name field

Enter a descriptive name for the email distribution list.

D

Distribution List Description field

Provide a clear and concise summary, describing how the distribution list can be used.

Note: If the text you enter exceeds the viewing area of the field, click the Expand link to display a window that will allow you to view the text in its entirety.

E

Distribution List People field

Click on the list arrow to display the Address Book.

F

Address Book

  • To add an individual to the distribution list, locate their name, and then click on it to add it to the Addresses list box. To quickly locate an individual, enter the first few letters of their first or last name in the Search field, and click the Icon Magnifyer icon. To clear the search results, click on the Icon Search Clear icon.
  • To remove a selected individual from the Addresses list box, simply click on their delete Icon Delete Address Book icon.
  • Click the Submit button to add the selected users to the Distribution List People field.

G

Save button

Click to save your information and add a new email distribution list.

 

Editing an Email Distribution List

You can easily edit a distribution list by changing its name, description, or updating the people on the distribution list.

EDL4

A

Navigation Toolbar

Click on Admin to display a menu, and select Email Distribution Lists to display the Mail Distribution List Browse screen.

B

Email Distribution List records

Locate the email distribution list you want to edit, and click on it to display its Mail Distribution List screen.

C

Search option

To quickly locate an email distribution list, type the first few letters of the list name in the Search field, and click the Icon Magnifyer icon. To clear the search results, click on the Icon Search Clear icon.

EDL6

D

Distribution List Name field

If you want to edit the name of the email distribution list, type over or append the existing text.

E

Distribution List Description field

If you want to edit the description of the email distribution list, type over or append the existing text.

Note: If the text you enter exceeds the viewing area of the field, click the Expand link to display a window that will allow you to view the text in its entirety.

F

Distribution List People field

If you want to update the email distribution list, click on the list arrow to display the Address Book.

G

Address Book

  • To add an individual to the distribution list, locate their name, and then click on it to add it to the Addresses list box.
  • To remove a selected individual, click on their delete Icon Delete Address Book icon in the Addresses list box.
  • Click the Submit button to update the selections in the Distribution List People field.

Note: To quickly locate an individual, enter the first few letters of their first or last name in the Search field, and click the Icon Magnifyer icon. To clear the search results, click on the Icon Search Clear icon.

H

Save button

Click to save your changes and edit the email distribution list.

Deleting an Email Distribution List

You can easily delete a distribution list if it is no longer needed.

EDL4

A

Navigation Toolbar

Click on Admin to display a menu, and select Email Distribution Lists to display the Mail Distribution List Browse screen.

B

Email Distribution List records

Locate the email distribution list you want to delete, and click on it to display its Mail Distribution List screen.

C

Search option

To quickly locate an email distribution list, type the first few letters of the list name in the Search field, and click the Icon Magnifyer icon. To clear the search results, click on the Icon Search Clear icon.

EDL5

D

Delete button

Click to display a confirmation prompt.

E

Yes option

Click to delete the email distribution list.