HaloITSM Guides

Disclaimer

Distribution Lists may be called Segments, depending on which Halo product you are using.

The previous bulk email functionality allowed you to select users from the user list to bulk email or select a monitored service to bulk send emails to, before now the 'from address' was restricted to the default outgoing address that is set in Configuration > Email (Guide: Sending Bulk Emails). With Distribution Lists you can decide the from address that the email comes from by deciding which mailbox to send from, for this to be possible the outgoing tab on the mailboxes you want to send from or configure as the reply to must have the checkbox "Show in From Address" Enabled, without this checkbox on, the mailbox will not be an option in the single select fields for 'from address' and 'reply to address' that are configurable when creating a Distribution List. The mail campaigns work in tandem with distribution lists in order for emails to be sent on certain scheduled times after the campaign has been started.

Enable this setting to use the mailbox of your choice:

Make sure to enable the module by hovering and clicking the '+' icon also make sure the agents have the correct permission for this module (You can find this module in Configuration > Users):

A permission has been added to control how Agents can use Distribution Lists. The Distribution Lists access level can be set on the role permissions or on agent permissions. The permission option 'Read and Modify' will mean agents can look at distribution lists, send bulk emails via a distribution list and also edit the members of a distribution list. The option for 'Read and Send' will mean agents will not be able to edit the members of a distribution list, but they can send out emails to the distribution list members.

NB: If the agents role permission is a higher level of permission than what you are trying to manually set on the agent, the role will override due to inheritance. The highest level of access an agent has will always be granted, whether it be given manually or from the role.

Admins will have full access to distribution lists, meaning they are the only agents that can create them.

To begin configuring the lists, you must navigate to the distribution lists module found in the navigation area. This is likely to be found in the overflow menu (indicated by the three dots symbol in the left side navigation bar):

Once in the distribution list area, you can click new in the top right to begin creating your first distribution list:

After giving your list a name, a from address, reply to address, deciding whether it is dynamic or not, you can save the page. Now that it has been saved, you can "Add Members" via the members tab:

After configuring the mailbox correctly, it will be an option in the following fields (From Address and Reply to Address):

The Distribution Lists module will allow you to add Users to a list, from which you can send Bulk Emails to (Send Individually or BCC). Communications made to the Users on these lists are tracked and can be viewed in the History tab of the Distribution List, or from the Users activity feed if the "Show a Users Distribution List activity in their Activity Feed" setting in Configuration > Users > Distribution Lists is enabled.

The from address set on the Distribution List will override the from address set at client level. Users can also be added in Bulk from existing User lists by selecting with the checkbox, and using the edit drop down menu, there is now the option to pick a Distribution List to add the users to:

As well as adding users to the Distribution List, you can then also bulk remove them via the Distribution List:

email templates are applied when bulk sending from anywhere in Halo, the templates must be custom made templates, you can't choose from the default options.

You can import users to distribution lists, this is achieved by using the following option in Configuration > Users > Distribution Lists:

The spreadsheet you will import with should have the following column headers: DistributionListName, UserID, UserEmail:

This above import will populate the distribution list specified on the import, the matching field used to match onto users in the system is the UserID field:

As of v2.154 you can set Dynamic Distribution Lists, this will allow the option to pick multiple entities from the table. The overview tab of the Distribution List will contain the following Dynamic Distribution List option:

After saving your list, you will not be able to make any changes to the Dynamic List checkbox, the members list column of the Distribution List will also display as Dynamic: