> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://help.vintaflow.com/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# Distribution Lists and Contacts

Manage who receives automated communications from Vintaflow, and keep a directory of people who are not system users.

## Where to Find It

Navigate to **Settings** > **Communications**. The page has two tabs:

* **Distribution List** - who receives which communications
* **Contacts** - the directory of people

## Contacts

A contact is someone who should receive communications but does not log in to Vintaflow. Contacts sit alongside external users in the distribution matrix.

### Adding a Contact

1. Open the **Contacts** tab
2. Click **Add Contact**
3. Fill in the details:
   * **First Name**
   * **Last Name**
   * **Email**
   * **Phone**
4. Click **Create**

### Editing and Deleting

* Click a contact row to view full details
* Use the **Edit** action to update a contact's details and preferences
* Use the **Delete** action to remove them

||| Deleting a contact is permanent and cannot be undone. The contact is also removed from every distribution list they belonged to.

## Distribution Lists

The **Distribution List** tab is a matrix. Each row is a person - either a contact or an external user - and each column is one of your distribution lists. A tick means that person receives that communication.

### Subscribing People

1. Open the **Distribution List** tab
2. Find the person's row
3. Tick the box in the column for each list they should receive
4. Untick any list they should be removed from
5. Click **Save** when you are done

Changes are staged locally until you save, so you can adjust several people at once before committing.

### Confirming Changes

Saving opens a **Confirm Changes** dialog, because distribution changes affect external recipients. Pick one of two options:

| Option | What Happens |
|--------|--------------|
| **Save Changes** | Saves the distribution lists without triggering any distributions |
| **Force Trigger** | Saves the lists **and** immediately triggers all distributions for the selected users and contacts |

||| Force Trigger sends real communications to real people and cannot be undone. Use **Save Changes** unless you specifically intend to send now.

## Filtering

Use **Search** to find a person by name, and **Filters** to narrow by contact type and date range. Use **Select Columns** to hide distribution lists you are not working on - helpful when you have many lists.

## Contacts vs Users

| | Contact | External User |
|---|---|---|
| Logs in to Vintaflow | No | Yes |
| Appears in distribution lists | Yes | Yes |
| Managed from | Communications > Contacts | [Users Management](https://help.vintaflow.com/en/article/users-management-bbd7vy/) |

Use a contact for a warehouse manager or logistics coordinator who needs the notifications but has no reason to use the application.

## Tips

* Keep the directory current - remove contacts for people who have left
* Use **Save Changes** for routine edits and reserve **Force Trigger** for deliberate resends
* If someone reports missing notifications, check both their row in the matrix and their email address on the contact record