CP - List Builder

Overview

The Community Plus List Builder program enables you to build and maintain mailing lists, allowing you to add, edit and delete lists of people. 

Once a list is created you can add or remove people from lists in bulk based on Entities, Person, (other) Lists, Relationships, Associations, Roles and other personal details.

There is no limit to how many 'Add or Remove by' processes you can run to build a single list. This allows for the building of targeted lists based on multiple sets of criteria.

The 'List Builder' has an in-built function that automatically prevents a person from being duplicated (or displayed twice) within a list.

An example of where this may occur:

1. Add all 'Current Parents' to a list.

2. Add all 'Past Students' to that same list  > Some 'Past Students' are also 'Current Parents'.

As the 'List Builder' adds the Past Students to the list, it will detect if any have already been added to the list previously (using Current Parents) and automatically exclude them from being added again. 

Lists can be used for a variety of reasons such as:

1. Generating 'Whole of Community' mailouts.

2. Generating a 'Targeted' mailing lists.

3. Identifying people of interest who meet a number of complex search criterion.

Creating a New List

To begin building a new list, click the 'Add List' button.

Fields that require further explanation
Description	Enter a meaningful name for this list, e.g. Whole of school mail-out.
Share Flag	This field is used to indicate if this list is to be shared with other users. Leave this box un-ticked if you are to be the only person able to access the list. Tick the box to indicate that the list is to be shared with others. All users with access to the Community Plus List Builder will be able to access this list unless you nominate a specific user in the 'Share User' field directly below. Possible reasons for sharing a list are: You don't have access to one of the Entities that is required on the list. For example, you are building a list that includes Parents and Donors. You do not have security access to Donor Records, therefore you need to share this list with someone who does, so he/she can add the donors to the list for you. You have created a list and another user will generate the actual correspondence. Sharing a list means that another person will be able to copy the content from your list into one of their lists. Another person will not be able to add or remove people from one of your lists.
Share User	This field is used to share your list with a specific user. Only the user who you select from this drop-down list will have access to the list you are creating. If you want to share this list with all people that use the List Builder, ensure that the 'Share' flag directly above is ticked and leave this field blank.

Once the list has been created, you can start adding people to it (refer to section 'Adding or Removing People by List').

Viewing and Editing Lists

The 'Lists' screen will display all the lists that you have created.

To 'Edit' or 'Delete' a list, click the corresponding link in the 'Action' column.

The 'Count' column will display the number of people within a list.

Click on the number within the 'Count' column to print a report detailing the people currently in the list.

Choose the 'destination' of the report. This can be to Adobe® PDF viewer, Microsoft Excel®, Microsoft Word® or a screen with hyperlinks.

The 'Screen with Hyperlinks' format is best if you need to 'drill-down' to further information.

Display Shared Button

Click the 'Display Shared' button at the top of the screen to display all lists, including those created by other people.

The additional lists that may be displayed will be lists where a user has selected the 'Share' flag (when creating the list).

You will not be able to alter a list created by another person.

To use a list created by another person you must use the 'Adding or Removing People by List' method and copy the people from the shared list into one of your lists.

Adding or Removing People From Lists

There are 6 methods available for adding or removing people from lists:

1. Adding or Removing People by Entity

2. Adding or Removing People by Person

3. Adding or Removing People by List

4. Adding or Removing People by Relationship

5. Adding or Removing People by Association

6. Adding or Removing People by Role

Once the method is selected; a 'Building Mailing List' screen will be displayed with search options to filter the people to add or remove (based on the method chosen).