Create or Copy a Distribution List Overview

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After you set up your company directory, you can create distribution lists for project participants involved in the transmittal, submittal, or drawing processes. Contract Management displays the defined distribution group names in the distribution selection lists in these documents. The Companies log should already contain contact information for individuals you want to include in a distribution list, since Contract Management bases distribution lists on this company information. Distribution lists are only available for the project in which they were created. You can use the same lists in any project in the same database, add or delete names, and combine them as necessary. Setting up distribution lists saves time by enabling you to quickly select a group of participants to whom you want to send a document instead of selecting each person individually.

You can establish different distribution lists depending on the document and person to whom you want it sent. For example, if you are the general contractor, you may want a distribution list that contains your subcontractors so you can send them the transmittals resulting from their submittals. All of the contacts in the list will receive a copy of the document. At the beginning of a project, you may need to communicate with different team players to determine who requires a copy. As contract work progresses, you can refine the lists and copy them to other projects.