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Adding Recipients with a Dynamic List

Create an evolving list of stakeholders

There are two ways to add recipients against a Distribution List. In this article, we will look at using a Dynamic List. This option lets you create a live, evolving Distribution List that will add and remove recipients as stakeholders’ details change or criteria is adjusted.

Please note: if using a Dynamic List, the recipients attached to your Distribution List will automatically change over time as Tractivity data changes.

If you would recipients to stay on your Distribution List until removed by a User, please see: Adding Recipients with a Static List

 

First, find your Distribution List. From the View Distribution List page, check that the Source Type is set as “Dynamic List”. Click Manage Recipients from the left-hand menu.

On the next page, you will see a search screen, similar to that seen when opening the Organisations & Contacts module. Use this to find the stakeholders you would like to add to your List.

You can search using the stakeholder’s details – name, categories, demographic information and more.

Example: If you want to create a list with all Contacts that have the Stakeholder Category “1. Non-Statutory Stakeholder”, you can filter your search with this Category, and then click Search.

The results will display below the search fields. This will display any Contact or Organisation that matches the criteria you used for your search. If a stakeholder’s details change, they will be removed (or added) to the search results.

Example: If you add “1. Non-Statutory Stakeholder” as a Contact’s Stakeholder Category, they would instantly be added to this Distribution List. Similarly, removing this Stakeholder Category from a Contact would also remove them from this Distribution List.

You will need to save your changes before the criteria can be used to update your Distribution List. Whenever you click Search, a yellow prompt will appear, labelled Search Criteria Has Changed. Click the red Save button to save your changes. If you need to adjust the criteria at all, make sure to click Search, and then Save, to apply your changes to your List.

Click View Distribution List on the left-hand menu to return to viewing your Distribution List. You can find the recipients currently included in this Distribution List under the tabs on the central navigation bar.