Adding or deleting community members to communications in bulk

Use the Communications Bulk Add/Delete window to:

add community members to the current communication
remove community members from the current communication.

You can add and delete multiple groups successively using different selection criteria.

Note: If a person belongs to multiple constituencies that are all added to the communication, they are added only once. For example, a staff member who is also a past student is only added once.

Similar but separate letters can be sent to groups within the overall communication. You can use the comment field, which contains the line number and constituency of bulk-added recipients, to differentiate groups. For example:

staff can receive a request to submit their recommendations for student awards
parents can receive a letter requiring at least one member of the family to attend the night.

When a couple are in different constituencies and they are included individually in different groups, you may need to delete one of the people from the list. For example, the wife is on the school council and the husband is a staff member. Delete one of them depending on which letter is most appropriate; either as a staff member or as a school councillor. If you want to send a letter to each, include both in the list.

Opening the Communications Bulk Add/Delete window

To open the Communications Bulk Add/Delete window:

Select Module > Development > Communications Maintenance from the main menu.
The Set Communications Search Criteria window is displayed.
Select the past communication.
See Searching for communications.
Click the Current Recipients tab.
The Current Recipients tab of the Communications Maintenance window is displayed.
Click .
The Communications Bulk Add/Delete window is displayed.

Communications Bulk Add/Delete window key fields

Field	Description
Line Number	Specify the group to add. For example, line number 1 is the first group added to the communication, line number 2 is the second group added and so on. This value is used to populate the recipient's comment field to indicate the group they were bulk-added in. Note: This field is not used when deleting recipients.
Constituency	Community members belonging to either a: user-defined constituency Synergetic constituency, such as past students. Note: The available selection fields change for some of the constituencies. See Additional selections for the Communications Bulk Add/Delete window.
Related Campus	Include only community members related to this campus. Note: This field is only displayed if a constituency is selected.
Date Joined From / To	Include only community members who joined the community between these dates. Note: This field is only displayed if a constituency is selected.
Other Communication	List of recipients from a previous communication.
Other Event	List of attendees from a previous event.
Event Status	Include attendees with the selected status from a previous event.
Gender	Include community members by selecting: Male - including only male community members Female - including only female community members Other - including only other gendered community members blank to include all genders. Note: You can define the list of genders used at your organisation using the luGender lookup table. See luGender lookup table.
Add as Primary Only	Add the primary contact only rather than a couple.
Tagged IDs	Tagged community members are included.
Current Recipients Only	Select this to send the communication to recipients of the current communication. If this field is not selected, both current and past recipients are added.
Must Have a Valid Address	Clear the flag if the community members selected do not need to have a valid postal address.
Must Want to Receive Mail	Include only those community members that have indicated that they want to receive mail.
Must Want to Receive a Magazine	Include only those community members that have indicated that they want to receive a magazine.
Must Want Solicitation	Include only those community members that have indicated that they want to receive requests for donations.
Must Want to Receive Raffle	Include only those community members that have indicated that they want to receive raffle tickets for selling to family, friends and colleagues.
Must Have an Email Address	Include only those community members that have valid email addresses. Used when emailing out communications, for those community members who have nominated their email addresses.
When adding spouse	Can combine or split communications to couples, depending on whether they are in the same constituency or not. For example, two married past students want to: receive only one jointly addressed communication each receive a separately addressed communication.