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How do I Create a Distribution List?

Overview

This article will cover:

• Creating an external distribution list using the list view.
• Creating a distribution list of internal users using the +Add button.

Using Bullhorn, you have the ability to create external and internal distribution lists.

• External: For mass mailing contacts, candidates, or leads using Bullhorn.
• Internal: Used for sending notifications to your coworkers who use Bullhorn. You can alert them to new records, send them copies of notes, and more.

External distribution lists can be created using the list views or the +Add button. Internal distribution lists can only be made by using the +Add button.

Creating a Distribution List Using the List View

1. Navigate to the Candidate, Contact, or Lead list view and run a search to find the people you want to add to a distribution list.
   
2. Select the Select All checkbox.
3. Click the # Selected button.
4. Select Add to Distribution List under Actions.
   • ​​​A window will open that prompts you to add the selected individuals to an already existing distribution list or a new one​.

   

5. Enter the distribution list name and select Save.
   

You have successfully created a distribution list using the list view.

You can access your distribution list by navigating to Distribution Lists from the Menu.

• S-Release: From the Menu, select Home > Distribution Lists.

Creating a Distribution List of Internal Users

Creating a public distribution list with a type of Internal - Job, Internal - Submission, and Internal - Placement will appear in the distribution list field for all records for the respective entity. This ensures that certain internal users are email notified for every new job, submission, and placement that is added or edited in Bullhorn.

In the above example, we created a distribution list with a type of Internal - Job. When a job in the system is added or edited, the distribution list field will be populated with this distribution list. If multiple lists with the same internal type exist in the system, then the field will be filled out with the oldest distribution list of that type.

Notes

• Novo only: If you have renamed the Job entity, you will need to ensure you are using the term you selected for the list type.
  • Example: "Internal - Vacancy", "Internal - Assignment", etc.
• If you accidentally add a Candidate, Contact, or Lead to a distribution list with a type of Internal, they will not be emailed when you save the Job, Submission, or Placement.
• It is not recommended to create a distribution list of Candidates, Contacts, or Leads using the below method as you will have to enter each record manually.

Steps

1. Select + Add at the top of the screen.
2. From the drop-down, select Distribution List.
   • The New Distribution List screen will open.

   

3. Enter the details of your distribution list:
   • Name / Title: Enter a new name or save over an existing distribution list.
   • Read-Only: Prevents other users from editing your distribution list.
   • Type: The members that your distribution list is comprised of.
   • Members: The records that you want to add to your distribution list.
   • Description: The description of your distribution list.
   • Restriction List to Record Type: Restricting this list will ensure only the selected record type can be added.
4. Click Save.

   ​

   • You have successfully created an internal distribution list.
   • You can access your distribution list by navigating to Menu > Distribution Lists.
     • S-Release: Menu > Home > Distribution Lists.

   • When a record of the respective entity is added or edited, the user(s) on the distribution list will receive an email.

   

For information on managing your distribution lists, please see Managing Distribution Lists.