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Global Distribution List Setup

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[Navigation] Utilities > Global Distribution List Setup

[Accordion] Overview

Global Distribution Lists allow you to easily categorize and manage staff contact groups. This feature enables you to assign staff members to designated lists, helping with team organization and simplifying internal notifications.

These lists simplify communication and scheduling, making it easy to send messages or include members in Scheduler Events. Once a list is created, all staff can access and use the designated Staff Group(s).

Example Use Case: Build a "Therapy Services Team" list with your therapists, psychiatrists, and intake coordinators. Once set up, you can instantly share updates, schedule care discussions, and coordinate workflows for the entire group with a single click.

[Permissions] Staff members must have Administrative Privileges to access the Global Distribution List Setup feature [Staff > Staff Info > System Permissions > User Has Administrative Privileges]

[Accordion] Getting Started

Use this feature to add, edit, or delete Global Distribution Lists. You can also view the staff members included in existing distribution lists.

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  1. [[img:add >> lbl:Add New]] Click/Tap to create a new Global Distribution List

  2. Actions Column: Manage existing Global Distribution Lists with the following options:

    • [[img:edit]] Edit: Modify the name of the Global Distribution List and add or remove staff members

    • [[img:delete]] Delete: Remove an existing Global Distribution List

Add a new Global Distribution List

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  1. Global Distribution List Name (required): Enter the name of the Global Distribution List you are creating. Enter a clear and descriptive name that reflects the purpose of the list or the staff members it contains.
  2. Staff in Global Distribution List: Add staff members to the distribution list.
  3. [[img:delete>>lbl:Remove Inactive Staff]] Remove inactive members who are no longer associated with the clinic from your distribution list. When clicking/tapping this option, if there are Inactive staff in your list, you will see a prompt as shown below. 

[Note] When a Staff Info record is switched to Inactive, the user updating the record will receive a prompt asking if they would like to remove the staff member from any Global or Personal Distribution Lists. Selecting 'Yes' will remove the staff member; selecting 'No' will leave the Inactive staff member in the list.

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[Accordion] Using Global Distribution Lists in the Messaging Module

Global Distribution Lists can be used while composing internal messages to quickly add multiple staff members as recipients. Instead of selecting staff individually, you can choose a previously created Global Distribution List and populate the "To" or "Bcc" field with all clinicians in a single action.

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Example: A list named "ADHD Program Staff" can be selected when composing a message to address all clinicians included in that group instantly.

global dstribution list in message.png

Add Recipients from a Global Distribution List

To use a Global Distribution List while composing an internal message, complete the following steps:

  1. Navigate to My Messages and click/tap [[lbl:Compose >> lbl:| >> img:more_vert]].
  2. In the To or Bcc field, click/tap the More Options [[img:more_vert]] button located beside the recipient field.
  3. Select [[img:chevron_right >> lbl:Add Staff from Distribution List >> bg:white]] from the menu.
  4. In the Distribution List dialog, choose the "Global List" quick filter tag to display your private Distribution Lists.
  5. Alternatively, select "Personal List" to access clinic-wide lists available to you.
  6. Search for and select the desired Global Distribution List from the "Select From List" field.
  7. Click/tap Add to insert all members of the selected Global Distribution List into the message recipient field.

[Accordion] FAQs

[Q] I am not an Administrative user. Can I still access the Global Distribution List?

[A] Yes, Global Distribution Lists can be used by all staff members in the clinic. Administrative permissions are only required to add or edit Global Distribution Lists.

[Q] Can you give me a use case for Global Distribution Lists?

[A] Global Distribution Lists allow your staff to quickly send messages to specific subsets of your team for scheduling events or internal messages within your organization to help coordinate care.

[Q] Can I create a Global Distribution List with all active staff members?

[A] Yes, you can add all active staff members to your Global Distribution List.

[Q] If I remove an Inactive Staff Member from the Distribution List, will the members also get removed from the old Scheduler Events?

[A] No, changing the Global Distribution List will not affect any Scheduler Events.

[Accordion] Related Articles

Personal Distribution List Setup