A distribution list is a name for people you often contact together. In BaseCloud these are called groups, and they work like contact groups in Outlook: type the group’s name and everyone in it is added at once. This guide shows how to make a group and keep it up to date.
Where groups work
Save people you contact together as a group, such as Site foremen or Board. Then type the group’s name in any of these places:
- Email: To, CC and BCC
- Texts: Recipients, and each person with a cell number gets the text
- Meeting invites: To and Optional
- Notes: Tag users, which tags your colleagues in the group
A roofing company in Houston can send Monday’s job list to all 14 site foremen by typing “Site foremen” in the To line.
Make a group from an email
The quickest way is from an email you are already writing:
- Add the people to To as usual.
- Click Groups at the end of the To line.
- Click Save these recipients as a group, type a name and click Save.
The people in To are swapped for the group, ready to send.
To start from scratch, click Groups, then New group. Under People, search for a contact or a colleague, or type any email address and choose Add. Click Save.
Who can be in a group
A group can mix your clients’ contacts with your colleagues. Any email address can go in too, including people outside BaseCloud, so a Board group holds your directors and an outside advisor on their personal address.
Contacts and colleagues stay linked to their record. When a contact’s email address or cell number changes, the group uses the latest one, so every message reaches the right place.
Use a group
Start typing the group’s name in To, CC, BCC, a text’s Recipients, an invite’s To or Optional, or a note’s Tag users. Your groups are listed first, with how many people each one reaches. Pick one.
In messages and invites, the group shows as one tag with a count, such as Site foremen (14). Add anyone else for this message beside the group as usual.
When you send, BaseCloud swaps the group for the people in it. Someone in the group who is also added by hand gets the email once, and someone in To is sent one copy, even when they are also in CC or BCC.
Change or delete a group
Click the group’s tag in a message or invite, or click Groups and the pencil beside it. Rename it and add or remove people (the × beside a name removes them), then click Save.
To delete a group, open it and click Delete group, then Delete.
Private to you, with plenty of room
Your groups are private to you. Each person can have up to 200 groups, with up to 500 people in each, so a sales rep can keep a group for every territory and a project manager one for every site.
Gmail labels and AI apps
When you bring your Gmail contacts in with your mailbox, the labels you made in Gmail become your groups.
With a connected AI app, you can build a group by asking, for example “make a group of the contacts at all my Active clients in Texas”. The AI app can also change a group when your team changes.
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