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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 Email Distribution Lists icon edl link.

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.

Locating an Email Distribution List

Before creating a new email distribution list, it is recommended that you ensure the distribution list does not already exist.

1.  Click Admin in the Navigation Toolbar, and click the Email Distribution Lists link.

2.  In the Mail Distribution Browse screen, search for the email distribution list:

  • Enter the name of the distribution list, or other identifier, in the Search field, and press the ENTER key on your keyboard. 
  • Scroll through the records.

3.  Click on a record to display the Mail Distribution List profile, which provides the names of the people in the distribution list.

Adding an Email Distribution List

An email distribution list facilitates messaging when a single or a recurring message is sent to a large group of people. Email distribution lists are used with several program features, including Messaging from a Company, Contract, or Project 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.

1.  Click Admin in the Navigation Toolbar, and click the Email Distribution Lists link.

2.  In the Mail Distribution Browse screen, click New Distribution List in the toolbar.

EmailDist1.png

3.  In the Mail Distribution List screen:

  • Enter a descriptive name for the email distribution list.
  • (Optional) Provide a clear and concise summary, describing how the distribution list can be used.
  • Click in the Distribution List People field to display the Address Book.
    • Add an individual to the distribution list by clicking on their name.  
      • Locate a person quickly by typing the first few letters of their first or last name into the Search field, and clicking Icon Magnifyer.  Click Icon Search Clear to clear the filter.
    • Click Submit to add the individuals to the distribution list and close the Address Book.
  • Click Save.

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.

1.  Click Admin in the Navigation Toolbar, and click the Email Distribution Lists link.

2.  In the Mail Distribution Browse screen, locate the distribution list you want to edit, and click on it to select it.

3.  In the Mail Distribution List screen, make the appropriate edits:

  • Update the name and/or description of the distribution list.
  • Click in the Distribution List People field to display the Address Book, and add/remove individuals from the distribution list.
    • Add an individual to the distribution list by clicking on their name.  
      • Locate a person quickly by typing the first few letters of their first or last name into the Search field, and clicking Icon Magnifyer.  Click Icon Search Clear to clear the filter.
    • Remove an individual from the distribution list by clicking on their delete Icon Delete Address Book icon in the Addresses list box.
    • Click Submit.
  • Click Save.

Deleting an Email Distribution List

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

1.  Click Admin in the Navigation Toolbar, and click the Email Distribution Lists link.

2.  In the Mail Distribution Browse screen, locate the distribution list you want to delete, and click on it to select it.

3.  In the Mail Distribution List screen, click Delete in the toolbar.

4.  In the confirmation prompt, click Yes.

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