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

Open the Contacts tab
Click Add Contact
Fill in the details:
- First Name
- Last Name
- Email
- Phone
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

Open the Distribution List tab
Find the person's row
Tick the box in the column for each list they should receive
Untick any list they should be removed from
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

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

Updated on: 27/08/2026

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