Adding Contacts and/or Recipients to Distribution Lists

Report Batches can be e-mailed using Distribution Lists created in the EnergyCAP Distribution Manager. Two types of recipients can be added to Distribution Lists:

• Contacts defined in EnergyCAP (Setup > Contacts > People tab) or
• Other recipients via a .csv file import of required recipient data (see below).

Adding an existing EnergyCAP contact as an Email recipient:

1. Right-click on a Distribution List previously created.
2. Choose Add an Existing Contact to Dist List from the popup menu options.
   
3. The Add a Contact to Distribution List window will open. Any contacts which are already not on the Distribution List AND which have a business Email address defined in their Contact Properties will appear in the list.
4. Click the checkbox in front of each Contact that should be added to the selected Distribution List When done, click the Add button. All checked names will be added to the Distribution List, and the Add a Contact to Distribution List window will close.

NOTE: Only ‘People’ Contacts (Setup>Contacts>People tab) with a Business Email address configured will be shown in the Add a Contact … window. Vendor and Customer e-mails will not appear in the list.

Adding a contact to EnergyCAP ‘on the fly’ from the Report Distribution Manager:

1. Right-click on an existing Distribution List.
2. Click Create a New Contact and Add to Dist List from the available popup menu options.
   
   
   The Create Person window will open.
   
   
3. From the Create Person window, click the Full Name button to open the Full Name window and input the Contact name. Then click OK.
4. After the name has been assigned, click the Contact Info tab and assign the person a Business Email address. ! Make certain to select Business Email from the drop-down list of Email address options! Then click OK. The new contact will be saved and assigned to the currently-selected Distribution List. Any previously-created Report Email Batches using that distribution list will now include the new Contact.

Adding non-Contact recipients to the Distribution List:

Create a .csv-format import file with the recipient information, as follows:

The file must consist of five columns with no header row

• Column 1: first name (required)
• Column 2: last name (required)
• Column 3: Email address (required)
• Column 4: Topmost Place Code (optional)
• Column 5: Topmost Cost Center Code (optional)

SAMPLE .CSV FILE FORMAT FOR EMAIL RECIPIENT IMPORT FILE

NOTES: Columns 4 and 5 may be left blank to grant the recipient all permissions. If column 4 or column 5 is left blank, the recipient will be granted permission to view information from the respective Topmost Cost Center/Place in the organization.

Importing .CSV file e-mail information to a Distribution List

Once the file has been created, import the recipient(s) to the Distribution List as follows:

1. Right-click the Distribution List to which the non-Contact recipient(s) should be added.
2. From the popup menu, click Add Recipients Distribution List via File Import. The Information window will open, displaying the currently-required file format and data requirements.
3. Click OK. The Open window will permit selection of the import file.
4. When the file has been selected, click the Open button. The Contact Group E-Mail List Import window will open.
5. Preview the list of recipients to be imported. If the list is acceptable, click OK. Or click Cancel to abort the import process and return to the Report Distribution Manager.

NOTE: There are two ways that EnergyCAP handles the import of a recipient that already exists in the Distribution List:

• If the recipient to import already exists as a Contact in EnergyCAP, the original contact will remain unaffected and a new version of the contact will be created with the information in the import file. In this situation, the individual would receive a duplicate Email.
• If the recipient to import already exists as an imported Email batch recipient, then the original recipient will be overwritten with the information in the current import file