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We are excited to announce the launch of updated product names, logos, and headers within our user interfaces as part of the CivicPlus® Solution Rebranding initiative. These changes mark the first step toward creating a cohesive and seamless user experience across all solutions in our portfolio. As part of this transition, users may notice minor design updates. While the functionality you rely on remains unchanged, we are in the process of updating screenshots and other resources on our Help Centers to reflect the new branding. We appreciate your patience and understanding as we work to complete these updates.

Create & Manage Email Lists

  • Updated:

This article will show you how to create, edit, and delete custom email lists. The Email Lists tool allows you to send Agenda and Meeting Management Select emails to a group of users (such as Departments or Teams) in two clicks, rather than entering each address individually.

 

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Create an Email List

 

  1. Sign in to the system if you have not already
  2. Navigate to the User Menu, then select the Settings option
    The User Menu with the Settings option highlighted.
  3. Click the Meetings tile
    The Meetings tile with a briefcase icon on the Site Settings page.
  4. Click the Email Settings tile under the Templates section
    The Email Settings tile with an envelope and letter icon on the Meetings Settings page.
  5. Scroll to the Email Lists section
    The Email Lists section of the Email Settings page.
  6. Click the New Email List button
    The white, rectangular New Email List button.
  7. Fill in the New Email List information fields
    The New Email List modal information fields.
    • Title (required): Enter a title for your email list (limited to 50 characters)
    • Recipient List: Enter the email addresses of all users who should receive group emails
      Note: Recipients do not need to be Agenda and Meeting Management Select users.
  8. Click the Add New Email List button
    The green, rectangular Add New Email List button in the lower-right corner of the New Email List modal.
  9. Click the Save Changes button
    The green, rectangular Save Changes button below the User Menu.
  10. The email list has been created
    An example email list in the Email Lists section of the Email Settings page.

 

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Edit an Email List

 

  1. Sign in to the system if you have not already
  2. Navigate to the User Menu, then select the Settings option
    The User Menu with the Settings option highlighted.
  3. Click the Meetings tile
    The Meetings tile with a briefcase icon on the Site Settings page.
  4. Click the Email Settings tile under the Templates section
    The Email Settings tile with an envelope and letter icon on the Meetings Settings page.
  5. Scroll to the Email Lists section
    The Email Lists section of the Email Settings page.
  6. Click the Edit button (purple pencil icon) next to the email list you wish to edit
    The Edit button to the right of an example email list.
  7. Update the Edit Email List information fields as desired
    The Edit Email List modal information fields.
    • Title (required): Edit the title for your email list, if desired (limited to 50 characters)
    • Recipient List: Enter the email addresses of additional users who should receive group emails into the Enter Email Address(es) field, or click the "x" icon next to an existing email address to remove it from the Recipient List, as desired
      Note: Recipients do not need to be Agenda and Meeting Management Select users.
  8. Click the Save Changes button to save your changes
    The green, rectangular Save Changes button in the lower-right corner of the Edit Email List modal.
  9. Click the Save Changes button
    The green, rectangular Save Changes button below the User Menu.
  10. The email list has been updated
    An example email list in the Email Lists section of the Email Settings page.

 

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Delete an Email List

 

  1. Sign in to the system if you have not already
  2. Navigate to the User Menu, then select the Settings option
    The User Menu with the Settings option highlighted.
  3. Click the Meetings tile
    The Meetings tile with a briefcase icon on the Site Settings page.
  4. Click the Email Settings tile under the Templates section
    The Email Settings tile with an envelope and letter icon on the Meetings Settings page.
  5. Scroll to the Email Lists section
    The Email Lists section of the Email Settings page.
  6. Click the Delete button (red trash can icon) next to the email list you wish to delete
    The Delete button to the right of an example email list.
  7. Click the Delete Email List button on the Delete Email List popup that appears to confirm the deletion
    The Delete Email List Popup and the red, rectangular Delete Email List button.
  8. Click the Save Changes button
    The green, rectangular Save Changes button below the User Menu.
  9. The email list has been deleted

 

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Comments

Let us know what was helpful or not helpful about the article.

2 comments

Date Votes
  • Nichole Plowman

    Where do you go in the system to send an email to this list? Where is the option to send an email to all CivicClerk users (or a group) of users? We need to send announcements and training information to all users of the system. 

    0
  • Lindsey Harmon
    • Edited

    Hi Nichole, thank you for your questions and feedback!

     

    The email list feature is currently used to send agenda files to specific user groups. You can view instructions on how to do that in our Email Agenda Files article. In theory, you should be able to use the steps in that article to send an email to one or more email lists (including All Users) without attaching agenda files.

     

    You can also view and copy the email addresses in a manually created email list by clicking the View All link that appears in the photo for step 5 above. Alternatively, you can navigate to User Menu > Settings > User and Global Settings > Users, and then copy and paste the user information you need into Excel to isolate the desired email addresses.

     

    We have a Feature Requests section in our Help Center Community where users can post features that they would like added to the software for our development team to review. We have had similar requests for additional email functionality, so I will copy and paste your questions to one of those posts for future consideration.

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