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Create and manage email distribution lists

Distribution lists make it easy to send operational emails 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 select the distribution list instead of adding each recipient individually.

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.

Creating a distribution list

To create a new distribution list:

  1. Log into LibCRM and go to Emails > Distribution Lists.

The Distribution Lists option under the Emails menu

  1. Click on the New Distribution List button.

The New Distribution List button

  1. In the Create New Distribution List window, enter a List Name. This will be used to identify the list within LibCRM, but will not display in your emails.
  2. Optionally, you can enter a List Description to explain the purpose of the list.
  3. Click the Next button.

The List Name and List Description fields in the Create New Distribution List window

  1. Select the person profiles you'd like to add to the list by clicking on the checkbox next to their names. (Although there is no limit to how many recipients you can add to a list, please note that an operational email can have a maximum of 1,000 recipients.)
    1. Use the filters above the list to narrow the list by name, email address, profile type, owner, and/or membership.
    2. To select or deselect all profiles, toggle the checkbox in the table heading. If you have applied any filters, this will only (de)select the profiles matching your filter criteria.
  2. When finished selecting profiles, click on the Save button.

Selecting recipients in the Create New Distribution List window

Viewing a list's recipients

To search and browse a distribution list's recipients:

  1. Return to the Emails > Distribution Lists page.
  2. If needed, use the filters at the top of the page to locate the list you want to view.
  3. To view a list's recipients, you can click on either its name (in the List Name column) or its remove_red_eye icon (in the Actions column).

The filters, List Name, and View icon on the Distribution Lists page

  1. When viewing a list, use the filters and navigation buttons at the top of the page to search and browse its recipients.
    1. To edit the list's recipients, click the Edit button at the top of the page.
    2. To remove a single recipient, click on its delete icon in the Actions column (this only removes the profile from your list -- it does not delete the profile itself).
  2. To return to the Distribution Lists page, click the arrow_back button.

The List Details page 

Edit or delete a distribution list

To manage your distribution lists:

  1. Return to the Emails > Distribution Lists page.
  2. If needed, use the filters at the top of the page to locate the list you want to view.
    1. To delete a list, click on its delete_forever icon in the Actions column. You will be prompted to confirm that you want to delete the list. (Note that this only deletes the list -- it does not delete the person profiles assigned to it.)
    2. To edit a list, including it's name, description, and recipients, click on its edit icon in the Actions column.

The Edit and Delete icons for a list

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