Description

At SPH we have "Daily auto-sync lists" that are updated programmatically. See Daily auto-sync lists for more information.

Sometimes there's a need to manually add someone to these lists who wouldn't be added programmatically. For this reason, a "Manually Managed List" is created for each "Daily auto-sync list". Every time the Daily auto-sync list is updated, its manually managed list is merged in.

If you're responsible for maintaining a Manually Managed List you most likely been given access to it in Emma already. If not, please submit a ticket to the Web and Apps team in ServiceNow: webteam@hsph.harvard.edu

How to update a Manually Managed List

1. Log into Emma: https://hsph.me/emma-login
2. From the sub-accounts dropdown, click on the sub-account for the Manually Managed List you want to update, i.e. "Manually Managed (All Staff)"
   
3. Click on the "Audience" tab in the top menu
   1. If you see a pop-up complaining about "The domain of your RSVP address..." you can ignore it (we don't send any emails from the Manually Managed sub-accounts).
4. Click on the "Groups" tab in the left menu
5. Click on the group that corresponds to the manually managed list you want to update, i.e. "HSPH All Staff (Manually Managed)"
   1. Important: for a contact to be merged into the daily auto-sync list, they need to be a member of this group. They can't just be a contact in the sub-account.
      
      
   2. To check if you have any contacts in the sub-account who aren't a member of the group follow these instructions
      1. Click on the "Segments" tab in the left menu
      2. Click on the "Not in group" segment
      3. Any contacts that appear in this segment aren't a member of group and need to be added in order to be merged into the daily auto-sync list
         1. To add a contact to the group follow these instructions
            1. Click on the contact's email address
            2. Click the "edit" button
            3. On the right side of the page under the "Groups" section, check the box next to the group you want to add that person to
            4. Click the "save" button
6. From the group page, you can add new contacts to the group or edit/remove existing members
   1. To add a new contact to the group, click the "Add Contact" button
   2. To edit an existing member, click their email address and then click the "edit" button
   3. To remove a contact, check the box next to their email address, click the "actions" button, and click "archive".