The detail view of a distribution list displays all key information about a specific list in one central location. Here, you can view not only the name and general settings but also the included roles, notes, linked research queries, and various actions for maintaining the list.
You can open the detail view - for instance, from the distribution list search - by selecting a list from the results. The breadcrumb navigation at the top indicates that you are in the My Data > Distribution Lists area. The Back to Search option returns you to the previous list of results.
Header Area and Basic Information
The upper section of the detail view displays the distribution list's name and key administrative information. This includes, for example, the assigned group, tenants, creator, creation date, and the date of the last modification.
It also indicates whether the list has been used for a mailing and whether it is locked. This information helps you assess how the list is being used and whether it should be modified.
Locking a distribution list typically serves to prevent unintended changes. This setting is particularly useful for centrally managed or critical distribution lists.
Info, Sources, and Notes
The detail view is organized into several sections. Under Info, you will find the most important details about the list, such as the group, tenants, and editing information.
The Sources section may contain information on how the list was created or the context from which roles were adopted. This is particularly helpful if a list was built based on a research query, a mailing job, or another data source.
The Notes section allows you to save internal information regarding the distribution list. A note is ideal for documenting the list's purpose, selection criteria, maintenance instructions, or any special characteristics. This also helps other users correctly understand the context of the list later on.
Editing the Distribution List
Authorized users can modify the distribution list's master data via the Edit Distribution List function. This includes, for example, the name, group, clients, block status, and a note.
When making changes, keep in mind that distribution lists are often used by multiple people. Clear naming and logical group assignment make it easier to find them later and prevent misunderstandings.
Roles in the Distribution List
The most important part of the detailed view is the list of roles. In myconvento, a distribution list does not simply contain individuals; it contains specific roles held by those individuals.
This distinction is important because a single person can hold multiple roles. For instance, they might work for a company, write for a media outlet, or be listed in a different context. Consequently, the distribution list determines not only which person is included but also the specific role in which they should be addressed.
The role list displays the roles currently included in the distribution list, along with the total count of roles.
Adding Roles
You can use the "Add roles" function to include additional roles in the distribution list. Depending on the situation, you can choose from various search options - such as searching by person, company, other distribution lists, mailing jobs, or research projects.
This function is the primary method for building or subsequently expanding a distribution list. After adding roles, you should verify that they are truly appropriate for the distribution list's target audience.
Removing Roles
The "Remove from distribution list" function allows you to remove selected roles from the current distribution list.
This action does not delete the person themselves; it merely removes the link between the role and that specific distribution list. The contact remains in myconvento and can still be included in other distribution lists.
This function is useful when you need to clean up, update, or selectively reduce the size of a distribution list.
More Actions
The "More actions" menu provides additional functions for managing the distribution list. Depending on your permissions, this may include options such as duplicate cleanup, synchronization with pressbase, export functions, or other tools.
The duplicate cleanup feature helps you identify and review duplicate or very similar roles. The pressbase D/A/CH synchronization feature allows you to cross-reference data with pressbase, provided this function is available in your system.
The Excel download option allows you to export the displayed roles for further use or review outside of myconvento. Linked Searches
The "Linked Searches" feature allows you to see whether the distribution list is linked to saved searches.
This is particularly useful if a distribution list was not created purely manually but was generated based on specific search criteria or dynamic selection processes. It makes it easier to understand why certain roles are included.
Add to Smart List
The "Add to Smart List" function allows you to transfer the distribution list - or the roles contained within it - to Smart Lists for further work.
Smart Lists help group contacts or roles for specific tasks, reviews, or analyses. This function is useful if the distribution list is intended for more than just a single mailing - for instance, if it will also be used for further data processing.
Update Outlook Contacts
If this function is enabled in your system, "Update Outlook Contacts" allows you to synchronize or update contacts with Outlook.
This function is particularly relevant when users regularly work with contacts outside of myconvento and need specific information to be available in Outlook as well.
Delete Current Distribution List
The "Delete Current Distribution List" function allows you to remove the currently open distribution list.
You should only perform this action if you are certain the distribution list is no longer needed. Before doing so, check whether the list is relevant for past or scheduled mailings, recurring campaigns, or internal workflows.
Deleting the list removes the distribution list itself, but not the individual people or roles contained within it.
Summary
The detailed view of a distribution list serves as the central workspace for managing that list. Here, you can view key settings, notes, administrative information, and - most importantly - the roles included in the list.
Using functions such as "Add Roles," "Remove from Distribution List," "More Actions," and others, you can systematically build, clean up, export, or reuse the distribution list. Careful maintenance ensures that distribution lists remain up-to-date, transparent, and reliable for use in mailings.
