Choose Recipients

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Create/add/upload your distribution list using one or a combination of these methods.

Data Viewer – Create a query to retrieve the member information you need. 

  • Data Viewer allows you to create a list of people who are in your system (and have valid emails).
  • In Email Marketing, you can also upload a list of Member IDs/Constituent IDs to create the recipient list. There is a limit of 250,000 addresses that can be added with this method using Data Viewer. 
    • The system matches these Constituent IDs with those on record in Encompass. Any Constituent IDs that are not recognized in the system are ignored. The estimated number of recipients that is displayed in the Data Viewer also takes into account invalid emails, accounts with no email address, and accounts that have unsubscribed. The final number of recipients can change by the time the email is actually sent due to changes in member status.
    • NOTE:  For Memberships, Data Viewer pulls data based on the current status of the member.

Custom Lists– Users can create custom lists of recipients.

Custom lists allow you to create a list of both members and nonmembers that you email on a repeated basis (or to create a member list that you cannot recreate with a query).

  • Users can create a new list by entering the email addresses in the text box provided or select from a list of previously created lists.
  • Email addresses can be typed in or copied and pasted from a text or Excel file.
  • Each email must be on a separate line.
  • Only email addresses can be entered. First Name and Last Name cannot be entered using this option.
  • Multiple custom lists can be selected for building the recipient list.
  • There is a limit of 50,000 total email addresses that can be added using this method.
  •  If copying and pasting a Custom List of over 25,000 Email Addresses, please use Internet Explorer for best results.
NOTE: The system will match email addresses in your custom list with email addresses in your database. If no match is found, then it will create a guest account.

Email Address File – This feature allows users to upload a csv or Excel (xls) file of email addresses to create a recipient list. There is a limit of 50,000 addresses that can be added.

An Email Address File allows your to create a list of members and nonmembers. If you include first and last name data in your file, you can use First and Last Name tokens, which members as well as nonmembers would see. Nonmembers would not see these tokens in a Custom List, as their data would not be in the system.

  • The file must have the following column order: email address, first_name, last_name.
  • The first_name and last_name columns are optional.
  • A header row is not required.
  • The system will match the email addresses in your file with email addresses in your database. If no match is found, then it will create a guest account.

List Builder will keep a running total of the number of recipients on your distribution list which gives you a handy verification tool for making sure you have pulled the correct list(s).

NOTE:  The intended recipient list can be higher than the number of rows uploaded in a file.  The reason this happens is because when the file is uploaded, all records (member records and non-member records) associated with the email address are pulled in and counted in the intended recipient count.  For example, if the uploaded file includes email address and in the database there are three non-member records with the email address of, then that one row in the import file will count as 3 in the intended recipient list.

What happens if I have multiple constituent records with the same email address?  Click here to find out what  logic/rules the system uses.


NOTE:  The recipient list may not reflect the following exceptions until it is released:

  • The member was opted-out (via category, community, or site).
  • A duplicate email address existed in the final recipient list.
  • The member has an "IS_EMAIL_VALID" system field value of false.
  • The member had a malformed "EMAIL_ADDRESS" system field value.
  • The member does not have a "EMAIL_ADDRESS" system field value.
  • The member has an "IS_DISABLED" system field value of true.
  • The member has an "IS_DECEASED" system field value of true.
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