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Creating or modifying a Distribution List from search

A Contacts search allows you to define search criteria to filter Contacts in an Address Book or Distribution List. The result of a search is a filtered list of Contacts who meet specified criteria. You can add the Contacts in the filtered list to an existing Static Distribution List, or create a new a Dynamic Distribution List or Static Distribution List.

Before you begin

To create a Distribution List, you need:

  • Distribution List Management rights and Write permissions for the destination Outbound E-mail Folder
  • Category Management rights and Read permissions—needed to define filters based on Categories and Keywords

About this task

Procedure

  1. Open the Content Manager Explorer.
  2. Navigate to a Publication and do one of the following:
    • In the Audience Manager node, select an Address Book.
    • In the Outbound E-mail node, select a Static or Dynamic Distribution List in a Folder.

    The search window shows Standard, Details and Keyword filter options and the list view the Contacts within the Address Book or Distribution List:

  3. In the Search window:
    1. Define search criteria as described in Searching Contacts.
    2. Click the Search button. The list view shows Contacts filtered according to the search criteria.
    3. Click the Save button.
    A dialog appears in which you can add the Contacts in the filtered list to an existing Static Distribution List, or create a new a Dynamic Distribution List or Static Distribution List.
  4. Update a Static Distribution List as follows:
    1. In Step 1, Choose the type of item to save by selecting Existing Static Distribution List from the drop-down menu.
    2. In Step 2, Select a Static Distribution List then click OK to update the Distribution List.
  5. Create a Distribution List as follows:
    1. In Step 1, Choose the type of item to save by selecting one of the following from the drop-down menu:
      • New Static Distribution List
      • New Dynamic Distribution List
    2. In Step 2, Enter title and description.
    3. In Step 3, Select a Folder where you want to save the Distribution List then click OK to save the Distribution List.

Results

  • Outbound E-mail creates or updates a Static Distribution List and adds the Contacts in the Search results to the list.
  • Outbound E-mail creates a Dynamic Distribution List. The list contains Contacts in a Static Distribution List or Address Book which meet the specified criteria. The list of Contacts is updated automatically to match the filter, for example when:
    • A Contact is added to the Address Book or Static Distribution List whose personal details, mailing details, or Keywords meet the search criteria.
    • A Contact's extended details, mailing details, or Keyword in the Address Book or Static Distribution List are modified so that these no longer meet the search criteria.
    • You change the definition of the Dynamic Distribution List by modifying the filters.