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Emails: Create and manage distribution lists

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Distribution lists make it easy to send email campaigns (operational and marketing) to groups of people profiles. For example, if you often send emails to people with certain profile types (e.g. students, faculty, or donors) or organization memberships (e.g. departments or schools), you can add them to dedicated distribution lists. That way, the next time you need to send them an email, you can quickly select the distribution list for those recipients when creating your email campaign.

Each distribution list has a set of match conditions that you can configure meaning that when a person’s profile contains info that matches the list’s conditions, they will be included in the list.

You can create Auto-Updating or Static distribution lists. With auto-updating lists, when a new profile matches the auto-updating list’s conditions, LibConnect will automatically add it for you. It will also remove profiles that no longer match the list's conditions. Whereas, static lists will not change unless you edit them manually to update the list.

Distribution lists must be used when creating marketing email campaigns, but they are optional for operational email campaigns (you can use distribution lists or manually select recipients for operational emails).

Both Admin and Regular users can create distribution lists. However, whereas Admin users have access to view, edit, and delete lists created by any user. Regular users can only view, edit, and delete the lists they created.

Create a distribution list

  1. Log into LibConnect and go to Emails > Distribution Lists.
  2. Click on the + List button.
The New Distribution List button
  1. On the New Distribution List page, optionally enter any Conditions that you want to profiles meet for inclusion on the list, by clicking on the + New Condition link.
    1. Conditions can be based on filters for System fields, All Types fields, or Type Specific fields.
      • After selecting the Field Type for the condition, you'll then select the specific field and what the value should be for the condition.
    2. To add multiple conditions click on the + New Condition link again and configure the next condition.
    3. Click Clear on an existing condition to reset it back to the Field Type selection
    4. Click the Delete () icon to remove the condition altogether.
  2. Click the Generate List button when you're satisfied with the conditions that you've configured.
configuring the conditions for a new list
  1. On the next screen, you can review all of the person profiles that have met the conditions set for the distribution list.
    1. Click the Change Conditions link if you want to return to the previous page to adjust the conditions for the list.
  2. If you're satisfied with the profiles that will be added to the distribution list, click on the Save List button to proceed.
reviewing the profiles that meet the conditions of the list
  1. On the Save Distribution List modal, set the List Name.
  2. Select the Status for the list.
    • Static: the list must be manually updated to add or remove recipients from it.
    • Auto-updating: the list will automatically update to only include recipients that meet the conditions of the list.
      • If new profiles are added to LibConnect that match the conditions, they'll be automatically added.
      • If existing profiles are edited and no longer meet the conditions of the list, they'll be automatically removed.
  3. Click Save.
setting the name and status of the list

View and manage distribution lists

On the Emails > Distribution Lists page, you can view, edit, and delete your existing lists. If you need to adjust a list to tweak its conditions, manually update a static list to pull in new recipients, or any other list management, you can do so from here.

To manage your distribution lists:

  1. If needed, use the filters at the top of the page to locate the list you want to view.
  2. Click the View List link for a list to see the current person profiles on the list.
  3. Click the Rename List link to adjust the name of the distribution list.
  4. To edit a list, including its conditions, name, and update the list to pull in new recipients that match the conditions, click on the Edit List link.
  5. To delete a list, click on its Delete List link.
    • You will be prompted to confirm that you want to delete the list. Please note that this only deletes the list -- it does not delete the person profiles assigned to it.
Managing your distribution lists