Distribution List
The distribution list displays all the contacts assigned to the roles specified in the Communications Maintenance for each facility in the selected facility groups.
Existing contact information for contacts associated with a facility, that has an email address associated with their contact record, are displayed. If you do not see the contact name in the distribution list, the contact is not associated in the selected role for any of the facilities in the specified facility group(s) or it does not have an email address associated with the contact record.
Contacts that do not have email addresses associated with their contact record are automatically added to the Exceptions list.
New contacts can be added using the Add a Contact functionality. An email address must be added to this record before it will be displayed in the Distribution List. If not email address is associated, the contact information will automatically be added to the Exceptions list.
I want to:
View/change the status of a contact for a specific communication
Add a contact to the Distribution List Remove a contact from a specific communication
Export Distribution List To A Microsoft Excel Spreadsheet
Steps to View/Change the status of a contact for a specific communication list:
Click on the Distribution List module in the left navigation
Click the Plus Sign (+) next to the words Distribution list to expand the left navigation tree
Click the words Distribution List in the left navigation tree to view the Distribution List screen
The Distribution List information is displayed:
Field Name
Details
First Name
The first name of the contact. This field can not be edited
Last Name
The last name of the contact. This field can not be edited
Role
The role of the contact. This field can not be edited
CtyHocn
The CtyHocn where the contact is associated. This field can not be edited
Communication check box(es)
A column is listed for each communication entered on the Communications Maintenance page. Each contact has a checkbox within each column.
Checked = Yes, include the contact in the communication spreadsheet
Not Checked = No, do not include the contact in the communication spreadsheet
NOTE: To remove a contact from the communication, ensure the checkbox is not checked in the contact's row for the specific communication.
Field name
Information about the field
Steps Add A new contact to the distribution list:
These steps are used to add a new contact to the distribution list that does not already exist in the OnQ PiM database.
The Distribution List contacts information is displayed
Scroll down to the bottom of the page and click the Add Contact button
The Associate Contact screen is displayed
The Contact Type is automatically defaulted to Individual and cannot be changed. Only individual type contacts can be added to the distribution list.
Fill in the required fields. The required fields are highlighted in Yellow
Click the Next> button
The Contact Details screen is displayed
Fill in the Email field. The email field is highlighted in Yellow. This field must be filled in or the contact will not appear in the distribution list when the Finish button is clicked. If the email address is not added, the contact will be displayed in the Exceptions list.
Scroll down to the bottom of the Associate Existing Contact pop up and click the Finish button
The contact information is added at the bottom of the list.
Click the check box for each of the communications where this contact should be included.
Export Distribution List Information to Microsoft Excel spreadsheet:
Once you have verified all the contact information, you can export the distribution list to an excel spreadsheet.
Click the Microsoft Excel icon in the upper right corner of the Distribution List page
The Export to Excel pop up is displayed
Click the Open button to open the information in a Microsoft Excel spreadsheet
Click the Save button to save the information to your computer
Click the Cancel button to cancel the export
Return to the Help Home Page