{"id":75999,"date":"2022-10-20T09:00:56","date_gmt":"2022-10-20T08:00:56","guid":{"rendered":"https:\/\/www.bullhorn.com\/uk\/?post_type=customer_blog&p=75999"},"modified":"2022-10-19T22:38:37","modified_gmt":"2022-10-19T21:38:37","slug":"support-tip-hotlists-v-distribution-lists","status":"publish","type":"customer_blog","link":"https:\/\/www.bullhorn.com\/uk\/customer-blog\/support-tip-hotlists-v-distribution-lists\/","title":{"rendered":"Support Tip: Hotlists v. Distribution Lists"},"content":{"rendered":"

As a Bullhorn user, you will have seen distribution lists and hotlists (or tearsheets) in your Menu, on your Quick Add, when taking actions on records in a list, or even on individual records.\u00a0 You might be a regular user, or perhaps you\u2019ve never fully understood the core use and functionalities and have never dived too deep into these.\u00a0<\/span><\/p>\n

Or, if you are maybe using distribution lists frequently, but are not sure of the purpose of hotlists, or vice versa, then hopefully the below will help you clarify a few things.\u00a0<\/span><\/p>\n

Let\u2019s start by looking at the core functionalities and differences.\u00a0<\/span><\/p>\n

Hotlists<\/strong><\/h3>\n

Hotlists are used to <\/span>organise and manage your work list<\/b>, they help us <\/span>keep track <\/b>of records and usually remain a <\/span>static <\/b>list.\u00a0<\/span><\/p>\n

For example, let\u2019s run a candidate search based on location, skillset, and availability. You can then add these candidates to a tearsheet as they will be your list to call through tomorrow.\u00a0<\/span><\/p>\n\"\"\n

Hotlists are mainly used for the short term. However, use for the longer term is possible; just make sure you keep on top of it!\u00a0<\/span><\/p>\n

Hotlists are also not just there for your candidate records, but can also contain contact, job, lead, and opportunity details.\u00a0<\/span><\/p>\n

Distribution lists<\/strong><\/h3>\n

The core purpose of a distribution list is m<\/strong><\/span>ass mailing. <\/b>It\u2019s creating a list of records (candidates, leads, contacts) with the intent of sending an email in bulk.\u00a0<\/span><\/p>\n

The advantages of creating a distribution list, instead of just emailing them in bulk from your core list, are that you will be notified how many people have invalid email addresses and how many people have opted out.\u00a0<\/span><\/p>\n

The second type of distribution you can create is one for i<\/strong><\/span>nternal use<\/b> only <\/strong>\u2014\u00a0for example, when notifying recruiters about a new role that\u2019s been added.\u00a0<\/span><\/p>\n

Using hotlists to keep track of records<\/b><\/h3>\n

First, let\u2019s start by running a search in one of your records\u2019 lists.\u00a0<\/span><\/p>\n

Select all records you want to add to the tearsheet -> 25 selected -> add to tearsheet. Here, you can create a new tearsheet or add to an existing one and choose to make it public or private.<\/span><\/p>\n\"\"\n

Now, there are two ways to see and take actions on the records you\u2019ve just added to the Tearsheet. Firstly, you can open your Tearsheet list from within your Menu. You will see all the hotlists you\u2019ve created or the ones that are set to Public.\u00a0<\/span><\/p>\n

From here, you can also share hotlists with internal users by clicking on Actions, and then \u201csend internally\u201d.<\/span><\/p>\n\"\"\n

Here, you will notice that you can add different types of records to 1 Tearsheet. As an example, you might want to add the job record to the list with candidates and share this with a new recruiter in your business. That way, the new recruiter has a list of candidates to call through for that specific job.\u00a0<\/span><\/p>\n

The second way to view records within a specific tearsheet is by heading to your original candidate list and work from there. Here, you will run a search by clicking on the search bar at the top, head to Additional Criteria and search for Hotlists. You can then select the exact hotlists your candidates have been added to.\u00a0<\/span><\/p>\n\"\"\n

Both views have their advantages. If you choose to view your hotlists from the list in your menu, you will be able to see all the linked records, such as jobs, in that same list.\u00a0<\/span><\/p>\n

However, if you choose to use the additional criteria search, you will be able to see all the candidates in the layout you\u2019ve chosen, move columns around and take more actions using the actions button.\u00a0<\/span><\/p>\n

I\u2019d recommend trying out both ways and working out what suits you best!<\/span><\/p>\n

Using distribution lists to send mass mails<\/b><\/h3>\n

As mentioned initially, the core functionality of distribution lists is for mass mailing purposes, so let\u2019s have a look at the process of creating one!<\/span><\/p>\n

Let\u2019s assume we have a list of clients we want to email with the purpose of making an introduction. I will start from my Contact List -> Select all relevant contacts -> select the action \u201c add to distribution list\u201d. Here, you can choose to link to an existing or create a new distribution list, choose the type and make it public or private.\u00a0<\/span><\/p>\n

From our Menu, we can then open up Distribution Lists, and this will load the last list we\u2019ve opened. You can manage all your distribution lists by clicking on \u201cDistribution Lists\u201d at the top and filter on ownership.\u00a0<\/span><\/p>\n\"\"\n

You can find more information on managing distribution lists <\/span>here<\/span><\/a>.\u00a0<\/span><\/p>\n

Select all records you want to email -> Selected -> Email All. The default email type will be mass mail; this ensures that everyone is BCC\u2019d and that you can personalise your emails, using the personalisation button.\u00a0<\/span><\/p>\n

You also have the option to add in some email templates, which will definitely save you time in the long run!\u00a0<\/span><\/p>\n\"\"\n


\nThis article<\/a> explains mass mailing in further detail for you.\u00a0<\/span><\/p>\n

A few things to know when using distribution lists:<\/strong><\/p>\n