Overview
Distribution lists in SmartMoving let a company with more than one location send each notification to the right people at the right branch.
An admin assigns distribution lists at the company level, the branch level, or both.
Recipients on a branch list receive notifications for that branch only.
Recipients on the All Branches list receive notifications for every branch.
Benefits of Branch-Specific Distribution Lists
Improved Relevance: Users only receive notifications pertinent to their specific branch.
Reduced Confusion: Unnecessary emails are eliminated, preventing miscommunication across different locations.
Enhanced Control: Company owners can still oversee all notifications, while branch-level users only see what applies to them.
How to Configure Distribution Lists by Branch
Accessing the Distribution Lists Settings Page
Navigate to Settings:
Go to Settings > Company Settings > Distribution Lists.
Select the Appropriate Branch:
If your company has multiple branches, a drop-down menu will be available.
Select from:
All Branches – Users receive notifications for all locations.
Specific Branch – Users receive notifications only for the selected branch.
Add Email Addresses:
Enter email addresses for each notification type under the selected branch, then save.
The lists take effect on the next matching event.
Users receive any notifications where their email address is entered, regardless of their assigned branch in user management.
Each field takes a comma separated list with no spaces, for example [email protected],[email protected].
A field with a different format shows the message "This field is invalid."
Key Point: Notifications Are Additive
When someone is added to the All Branches list, they will receive notifications for every branch.
If they are also added to a specific branch, they will receive notifications for that branch in addition to company-wide notifications.
An address that sits on more than one list receives one email per event, not one per list.
Example:
[email protected] is added to the All Branches list, so they get notifications from all branches.
[email protected] is added to the Main Branch list, so they only receive notifications from that branch.
If an event happens at the Main Branch, both addresses receive the notification.
Being added to a specific branch list does not remove company-wide notifications. Users continue to receive both.
Types of Notification Lists
Booked & Cancelled Job: Sent automatically to recipients on the distribution list when a salesperson books a job in the sales module or when a job is canceled from anywhere in SmartMoving (commonly in the estimate editor). These notifications can be sent by email.
Estimate Accepted/Signed: Sent automatically to the recipients configured on the distribution list when a customer clicks "Accept Estimate" or digitally signs their estimate document. This notification can be sent by email, SMS, or both.
Inventory Submitted: Sent automatically to the recipients configured on the distribution list when a customer has submitted their inventory. This notification can be sent by email, SMS, or both.
Document Signed: Sent automatically to the recipients configured on the distribution list when a document has been signed. This notification can be sent by email.
New Email/SMS Received: Sent automatically to recipients on the distribution list when a customer replies to an email or text message, in addition to the user who already receives the reply notification. This notification can be sent by email.
Unmatched Opportunity Replies: Sent automatically to recipients on the distribution list when an incoming email cannot be matched to an existing opportunity in SmartMoving. This notification can be sent by email.
How the New Email/SMS Received Notification List Works
The New Email/SMS Received Notification List adds email addresses to the notification that goes out when a customer replies to an email or text message. Use it so a shared inbox or a sales manager catches replies when the usual recipient is out.
Go to Settings > Company Settings > Distribution Lists. The Distribution Lists page opens.
Select All Branches, or select the branch you want to configure.
Find New Email/SMS Received Notification List. It sits directly after Document Signed Notification List.
Enter a comma separated list of email addresses with no spaces, for example [email protected],[email protected].
Save the page. Those addresses receive the reply notification from the next customer reply onward.
Key details about the New Email/SMS Received Notification List:
Who else is notified: the user who sent the message the customer replied to still receives the notification. Addresses on the list are added to that, not substituted for it. The list is notified even when that user has their own reply notifications turned off.
Company-wide and branch lists combine: when a reply comes in on a branch opportunity, both the All Branches list and that branch's list are notified. If one of the two is empty, the other still applies on its own. An opportunity with no branch assigned notifies the All Branches list only.
Duplicates: an address that appears in more than one place receives one email per reply. Addresses are matched without regard to capitalization, so [email protected] and [email protected] count as the same person.
Field length: the field holds up to 500 characters, which fits roughly 20 addresses of average length.
Branch visibility: New Email/SMS Received Notification List stays on the page when a specific branch is selected. Unmatched Opportunity Replies is the one field that appears only under All Branches.
Delivery method: email only. This list does not send text messages.
Default state: the field is empty until an admin fills it in, so an account with an empty field sends the reply notification to its usual recipient only.
Template dependency: the account's on or off setting for the New Email or SMS Reply template in Settings > Company Settings > Email/SMS Templates governs the whole notification. With that template turned off, nobody is notified, including the addresses on this list.
Understanding Distribution List Behavior
Scenario 1: Company with Multiple Branches
A drop-down menu appears, allowing users to choose a specific branch.
Emails entered under a branch will receive only that branch's notifications.
Selecting All means entered emails will receive notifications across all branches.
A tooltip next to "Distribution Lists" provides a help article link for further guidance.
Scenario 2: Company with a Single Branch
No branch selection is available.
Users configure notifications as before, without multi-branch options.
Scenario 3: Viewing a Branch-Specific Distribution List
Users can enter email addresses specific to their branch.
Those addresses will receive only relevant notifications.
The field for "Unmatched Opportunity Replies" is not included.
Scenario 4: Viewing the "All Branches" Distribution List
Users entering email addresses here will enable notifications across all company branches.