You type their addresses into the "Send to specific email" box, separated by commas. That box used to stop accepting text at about 496 characters, which is roughly 14 addresses, and there was no way around it.
The box now holds up to 2000 characters - roughly 58 addresses. A counter above the box shows how much you have used, so you can see the room you have left before you run out.
Tip: If you were told in the past that your distribution list was full, you can now go back to that report and add the people who were left off.
Why this mattered
The old limit was not just inconvenient. If a list somehow got past it, the saved value was cut off part-way through, and at the next delivery EVERY address in the box was dropped - not only the ones over the limit. Nobody on the list received the report, and nothing on screen said so. That can no longer happen.
Where to find it
1. Open the Reports module from the left-hand menu.
2. Open the report you want to schedule, or create a new one.
3. On the first step, Report Details, tick "Schedule Reports".
4. The scheduling panel opens. "Send to specific email" is the box for people who do not have a CRM login.
Step 1 of a new Chart and Detail report - the report used for this guide
Adding the recipients
1. Type or paste the email addresses into "Send to specific email", separated by commas. Spaces after the commas are fine.
2. Watch the counter just above the box. It reads, for example, "1454 / 2000" - characters used, out of the maximum.
3. Keep adding addresses until you are done. In the picture below there are 55 recipients and the counter still shows plenty of room.
4. Fill in the rest of the schedule - how often to run it, at what time, and the file format - then save the report.
55 recipients in the box, and the counter reads 1454 / 2000
What happens at the limit
When the counter reaches 2000 it turns red and the box stops accepting more typing. The addresses already in the box stay exactly as they are - remove an address or two if you need to add someone else.
The counter turns red at 2000 / 2000 and the box accepts no more typing
If you paste a list that is too long
Pasting behaves differently from typing, and this is worth knowing. The box accepts the first 2000 characters of whatever you paste and discards the rest - and the cut falls wherever character 2000 happens to land, which is usually in the MIDDLE of an email address. That would leave a fragment such as "recipient063@exa" sitting at the end of your list.
The CRM removes that incomplete last address for you and tells you it did. The counter reads, for example, "1983 / 2000 - list was full, incomplete last address removed". Every address left in the box is a whole one.
After pasting more than fits: the incomplete last address has been removed and the counter says so
Tip: If people are missing from your list after a paste, it is because they did not fit. Check the counter, then add them in a second report or shorten the list - do not assume everything you pasted was kept.
Checking that it saved
1. Save the report.
2. Open it again and go back to step 1.
3. The full list is there, the counter shows the same number as before, and "Next trigger time on" tells you when the next delivery is due.
The same report reopened - all 55 recipients are still there, and the next delivery is scheduled
At that scheduled time, every address in the box receives the report with its attachment, together with any CRM users picked in "Select Recipients".
The saved report running normally - scheduling does not change how the report itself works
If the list is refused when you save
Two things can get a save refused. In both cases nothing is saved and nothing is lost - the recipients already on the report stay exactly as they were. Fix the list and save again.
1. The list is longer than the limit: "The 'Send to specific email' list is too long (maximum 2000 characters). Remove some addresses and save again."
The refusal message returned by the server when a list is over the limit
2. An entry is not a usable email address. You are kept on the form, the recipient box is selected for you, and a red message names the entry to correct. The usual causes are a missing comma between two addresses, which joins them into one unusable entry, and an address that was cut off.
Two addresses pasted without the comma between them - you stay on the form and the bad entry is named
This check matters because an unusable address does not announce itself later: the mail service simply skips it, so that person never receives the report and nothing on screen says why. Refusing the save is how you find out straight away.
Tip: If the message names a smaller number than 2000 - for example 498 - that environment has not yet received the database update that comes with this release. Nothing has been lost. Contact support so the update can be applied, and the full 2000 characters will then be available.
Things worth knowing
- The counter and the limit apply to the whole box, including the commas between addresses - not to each address on its own.
- "Select Recipients" is a different field. It picks CRM users, groups and roles, and has never had a limit. - Existing scheduled reports are untouched. Their recipients stay exactly as they are until somebody edits them.
- The limit is the same for every report type - ordinary, chart, and chart-and-detail - and for every customer. - Some email providers cap how many recipients one message may have, often around 50. That is a limit of the mail service, not of the CRM.
Frequently asked questions
How many email addresses is 2000 characters?
About 58, for addresses of average length. Short addresses fit more, long ones fewer - which is why the counter shows characters rather than a number of people.
Do I have to do anything to my existing reports?
No. They keep working exactly as before. The larger limit is there the next time you edit one. I removed an address but the counter did not go down.
The counter updates as you type. If it looks stuck, click inside the box once - and check you edited the "Send to specific email" box and not "Select Recipients".
I pasted my list and it is shorter than what I copied.
Only the first 2000 characters fit. The CRM removed the last address if the cut left it incomplete, and the counter said so. Count the addresses against your source list and add any that are missing.
Why was my save refused when the address looks fine to me?
Look for a missing comma. Two addresses with no comma between them read as one entry, and the message quotes that whole entry back to you, which is why it looks unusually long. Can the limit be raised further?
Yes, it is a single setting in the code rather than a database limit, so raising it again is a small change. Ask support if 2000 is not enough for your distribution list.
Does this change who receives the report?
No. It only changes how many addresses you are allowed to enter. Delivery, schedule, file format and report content are unchanged.