Communication Lists

Got a number of Contacts to Blast Email, but a lack of commonality between the recipients makes them difficult to filter down to? We have a solution for that. Simply add the Contacts to a Communication List; when it's time to send that Blast Email, PensionPro can limit the recipients to only individuals on the list. As a bonus, that Communication List is ready to go the next time another Blast Email needs sent.

Tier Availability: Team, Business

Article Contents

• Overview of Communication Lists
• Managing Communication Lists
  • Adding a Communication List
• Adding & Managing Communication List Contacts
  • Communication Lists on the Contact Tab
• Other Methods for Communication List Management
  • Adding a New Contact to Communication Lists
  • Managing Communication Lists via Power Tools

Overview of Communication Lists

A Communication List is simply a list of chosen Contacts for the purpose of distributing communications. Because any PensionPro Contact can be added to a Communication List, it is a good way to retain a list of Contains that may otherwise not have anything in common. For example, a Communication List could be made of Contacts who subscribed to a newsletter or attended an event.

Communication Lists can be used in the following ways:

• Blast Email: Adding a Communication List as a filter in Step 4 of Blast Email will result in the recipients grid only returning Contacts from that list.
• Reporting: The Communication List Report displays all Contacts on a given list, along with address and email information.

Managing Communication Lists

Navigate to Communications > Communication Lists to open the Communication Lists grid in a new tab. This grid displays all Communication Lists that have already been added to PensionPro.

Double-click a Communication List in the grid to view the Contacts that have been added to it. For more information on working with these Contacts, refer to the section Adding & Managing Communication List Contacts.

Hovering over an entry in the Communication Lists grid shows the Edit and Delete options on the right-hand side.

Adding a Communication List

To add a new Communication List:

1. Select Add at the top-right of the Communication Lists grid. The corresponding window displays.
2. Enter a Title and Description.
3. Select Save. The entry is added to the grid.

The new Communication List will be empty upon creation. To add Contacts to the list, refer to the section Adding & Managing Communication List Contacts, below.

Adding & Managing Communication List Contacts

When viewing the Communications List grid, double-click on a Communication List to see the Contacts that have already been added to it.

Multiple Contacts can be added to a Communication List at at the same time. To add Contacts to the list:

1. Select Add at the top-right of the grid. The corresponding window displays.
2. Use the Contacts field to search for and select a Contact. Multiple Contacts can be selected in this way.
3. When satisfied, select Save. The Contact(s) will be added to the list.

To remove a Contact from the list, hover over their entry in the grid and select Delete on the right-hand side.

Communication Lists on the Contact Tab

Instead of managing Communication List members on a list-by-list basis, it is also possible to edit which lists a single Contact belongs to.

Open the Contact record in a new tab, and select Communication Lists from the Views list on the left. The grid on this page displays the name and description of any lists that the Contact is currently a member of.

From this view, the Contact can be added to one or more Communication Lists. To do so:

1. Select Add at the top-right of the grid. The corresponding window displays.
2. Use the Available Lists field to select a Communication List, then select Add on the right. The list will be added to the box below this field.
   • Multiple Communication Lists can be added in this way.
3. When satisfied, select Save. The Contact will be added to the chosen list(s).

To remove a Contact from a Communication List, hover over the list in the grid and select Delete on the right-hand side.

Other Methods for Communication List Management

While managing Communication Lists either directly or via the Contact tab (as described in the previous sections) are the most common methods, PensionPro also includes some alternate, more specialized methods of list maintenance. These are detailed in the following sections.

Adding a New Contact to Communication Lists

When adding a new Contact via the Add Data menu, the Communication Lists field allows one or more lists to be selected. Upon creation, the new Contact will also be added to the chosen lists.

Managing Communication Lists via Power Tools

PensionPro provides Power Tools that allow multiple Contacts to be added to or removed from a Communication List. This can greatly simplify the process of managing a large number of Contacts.

To use the Communication List Power Tool:

1. Navigate to Power Tools > Communication Lists. The Power Tool opens to Step 1: Options.
2. Use the I want to field to select either Add Contact in List or Delete Contact from List, depending on whether Contacts should be added or removed.
3. Use the Select a Communication List field to choose the list to add/remove Contacts to/from, then select Next to move to Step 2: Filters.
4. (optional) Apply and Column Selections and/or Filters to narrow the number of Contacts that will be returned in the next step. When finished, select Next to move to Step 3: Selections.
   • For more information, refer to the article Column Selections & Filters.
5. Select at least one Contact from the grid, then select Next to move to Step 4: Review.
6. Review the changes that will be made. When ready, select Execute to make the specified changes.

Once complete, the selected Contacts will be added or removed from the Communication List, depending on the options chosen in Step 1.