Populating E-mail Distribution Lists Using Mass Load

Use the Build a Distribution List screen to build distribution lists of multiple e-mail addresses or fax numbers based on user-defined selection criteria and using the selection capabilities of the Eclipse Report Writer/Mass Load program. You can, for example, build a list based on the e-mail addresses of a company, or based on e-mail addresses for customers only.

Keep in mind that once you add an e-mail address to a distribution list, the only place you can edit it is on the To Distribution List screen.

Note: You can enter and edit information in any e-mail address field, however, the system does not let you advance if you have entered an invalid e-mail address.

You can enter e-mail addresses either by using the Dist List hot key or by entering e-mail addresses manually. The system accepts either commas (,) or semi-colons (;) for entering multiple e-mail addresses.

To build an e-mail distribution list:

From the System > Custom > Add-on Products > Outbound Email menu, select Email Send to display the Send E-mail screen.
Use the Dist List hot key to display the To Distribution List screen.
Use the Build hot key to display the Build A Distribution List screen.
In the Customer/Contact field, select one of the following to determine from where you want to select e-mail addresses or fax information:

Contact selects addresses from the Contact file.
Customer selects addresses from the Entity file.

Press Enter.
In the E-Mail Type field that displays, do one of the following:

Press F10 and select from a list of e-mail types, as defined in the Valid E-mail Types control maintenance record.
Leave blank to include all addresses listed for the entity designated in the Contact/Customer field.

In the Design ID field, do one of the following to define a name that identifies the list:

Press F10 and select from a list of design IDs.
Enter a name up to 18 characters long.

In the File Name field, press F10 and select a file name. This parameter identifies the name of the file containing the information to be used to construct the list.
In the Title of List field, enter a title to assign to the displayed list.
Use the following hot keys as necessary to process the list:

Hot Key	Function
Selection Build	Displays the Report Writer/Mass Load Selection screen, where you set the criteria for selecting the records whose e-mail addresses can then be selected for the distribution list. For more information about this screen, see Report Writer/Mass Load Overview.
Save Work ID	Saves the displayed screen under a work ID.
Delete Work ID	Deletes the displayed work ID.
Edit List	Displays the Distribution List screen, where you can edit the entries on the list For more information, see Creating E-mail Distribution Lists.