Distribution Lists

Overview

Distribution lists let you send one mailing, such as an announcement, an invitation, or a document, to many customer contacts at once. You find them under More → Distribution lists. Each recipient gets a personal email, sent in the background and paced for reliable delivery.

• Static lists hold contacts you pick by hand; dynamic lists follow a rule and are resolved fresh at send time.
• Compose with placeholders such as the contact name, and let AI translate the mail so each recipient reads it in their own language.
• Send right away or schedule a send for later; a scheduled send can be canceled while it is still queued.
• Follow each send with delivery statistics: delivered, bounced, complaints, how many recipients clicked, and unsubscribes. The figures appear once the mail provider reports events for the send.
• Every mail carries an unsubscribe link that opens a short confirmation page, and opted-out contacts are skipped automatically.

Estimated time: 10 minutes for your first list and send.

Give the list a name and decide how its recipients are chosen.

1. 1Open Distribution lists and start a new list.
2. 2Enter a name and, if you like, a short description.
3. 3Choose Static list (you pick the contacts) or Dynamic list (a rule picks them). The type is fixed once the list exists, so create a new list if you need the other kind.

A static list holds exactly the contacts you add.

1. 1In the Members panel, search for a contact by name, email, or company and add it.
2. 2To add several at once, pick a customer tag under Browse by tag and click Browse contacts. A side pane lists the matching customers with all their contacts, the primary contact preselected.
3. 3You can also fill a list from the customer list: tick the companies, then choose Add to distribution list in the bar that appears.
4. 4Contacts already on the list are never added twice, and a static list holds up to 200 members.
5. 5Click the recipient count to see everyone the next send will reach.

A dynamic list has no manual members; its rule decides who receives each send.

1. 1In the Audience rule, pick Tags first: every customer carrying a selected tag qualifies, and a tag-only rule works.
2. 2Tick the deal phases and project phases that qualify a customer as well; a customer qualifies through a selected tag or a selected phase.
3. 3Narrow the audience with the additional filter, the same condition builder as the customer list, over custom fields and tags; with no phase and no tag selected, the filter alone decides the audience.
4. 4While you edit the rule, the badge shows a live estimate of the recipients, marked with ≈.
5. 5The audience is resolved at send time, so a scheduled send reaches whoever matches the rule when it goes out.

A three-step wizard with a live preview takes you from content to attachment to review.

1. 1Write a Written message in the Markdown or Rich text editor, or switch to Custom HTML template and pick a saved template. Templates live under Email Templates on the overview, built with the visual builder or the HTML editor.
2. 2Fill in the Subject and the optional Preview text that inboxes show after the subject line. If your workspace has several verified sender addresses, pick the one under From.
3. 3Insert placeholders such as ${contact.first_name} or ${customer.company_name}; they are filled in for every recipient at send time.
4. 4Use the Language switch to have AI translate the subject, preview text, and body: the first switch to a language translates it automatically, and you can edit every version. Each recipient gets the version in their contact language.
5. 5Optionally attach a Customer template document or a one-off .docx file, plus an English version of the document.
6. 6Turn on Automatically add greeting and closing if you want a salutation line and a signature added for you; otherwise only your own text is sent.
7. 7In Review & send, tick I have reviewed the translations in each language. when the mail has translations, then choose Send now or Schedule.

Every send appears in the send history with its status and delivery figures.

1. 1Open the Send history and filter it by All, Completed, or Scheduled.
2. 2A running send shows its progress; a send that is still queued can be canceled.
3. 3Each send shows how many mails were delivered, bounced, or drew complaints, and how many recipients clicked. The figures appear once the mail provider reports events for the send.
4. 4Click View statistics for the per-recipient view, with search and a status filter.
5. 5The unsubscribed figure appears in the list row on the overview and as Currently opted out on the statistics page. It counts the list's recipients who are opted out now, not opt-outs per send.
6. 6Opens are deliberately not tracked, because mail apps preload or block tracking pixels. Click tracking is off by default; an administrator can turn it on for the workspace.

Recipients can opt out at any time, and OneBob respects it on every later send.

1. 1Every mail includes an unsubscribe link that opens a short confirmation page.
2. 2An opted-out contact is skipped on all future sends from every list.
3. 3The contact shows an Unsubscribed badge on the customer page.
4. 4Anyone who may edit a contact can set or clear the opt-out in the contact dialog.