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Selecting a list of recipients video

 

Last Updated: 10/20/15

Instructions for Selecting a List of Recipients for Mass Email

When selecting a list of recipients, you can use the 3 tabbed sections to specify search criteria to filter your results. You can use just one set of criteria, or you can mix them together to find more specific lists (Ex. The parents of all junior high kids who attended the junior high retreat). Choose from General categories, Event data, or Custom Searches.

1. General

Under this tab you can search for recipients who meet specified criteria using either a basic general filter, a dual layer general filter or a typed criteria general filter. 

Engaging a Basic General Filter

1. Select the small triangle to the left of the desired filter

2. Set the criteria

3. If desired, add additional criteria to reduce the names displayed in the search results window.  When the list meets your needs click the button labeled Select All.

Engaging a secondary layer general filter

Secondary layer filters use the involvement level to further refine the results of searches related to Ministry Teams, Classes and Groups. To add a secondary filter, select the small triangle next to the desired initial filter. Then select one or more involvement levels to further refine results.  In the example below, the search results window would only show people who are Coaches in the 2's Hour 1 Ministry Team.

Engaging a typed criteria general filter

Free form search criteria can be typed into one or both of the search fields located at the top of the general criteria tab.  

The free form criteria field to the left will apply manually typed search criteria to level 1 filters (Age Group, Campus, Marital Status, etc.)

The free form criteria field to the right will apply manually typed search criteria to level 2 filters (Level 2 typed search criteria will only be applied to Groups, Classes or Ministry Teams searches).  

In the example below the typed filter "york life" is showing only general filters items that have the word "York" in their title (the result is several small groups with that character string in their title) and the secondary typed involvement filter is restricting the search results to just coaches that serve with those small groups.

 

2. Events

Events

The Events recipient list is composed of all active and potential events as set up in the Administration Home screen on the Events link.  If you select a specific event, everyone who has a record for the event on their Attendance/Events link and has an email address entered in Elexio Database will be included in the email. 

You can further refine who is on the list by selecting criteria regarding the status and date of the event.

Services

The services recipient list is composed of all active and potential services as set up in the Administration Home screen on the Services link.  If you select a specific service, everyone who has a record for the service on their Attendance/Events link and has an email address entered in Database will be included in the email. 

You can further refine who is on the list by selecting criteria regarding the Commitment Level and date of attendance or non-attendance at the service.  For example, to send an email to everyone who missed last week's service.  You would select the Commitment Level/Status of Absent and enter the Start Date of last Sunday.  (The End Date will automatically fill in the same date as the Start Date.)

3. Custom Searches

Custom Searches

Custom Searches are created by entering your own selection criteria on the Reports Home screen.  Everyone who meets the criteria for your Custom Search and has an email address entered in Elexio Database will be included in the email.

Save as...

We've added the ability to save any group of people you select as a Mailing List, Class, (Small)Group, or Ministry right from this screen.

Once you have selected your desired list of people, and they all appear under within the "People to add..." column, hit the Save As button and you'll be asked how you'd like to save your distribution list for future use. 

Just pick the format you'd like, give the list a name, and hit OK. Your new Mailing List, Class, Group, or Ministry will be automatically added to your database records.

Once you hit OK, you'll be returned to the recipient selection screen to continue choosing people. You can create as many new Mailing Lists, Classes, Groups, or Ministries as you'd like from this one screen.

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