WhatsApp Recipient List

Introduction

A WhatsApp Recipient List is a reusable collection of phone numbers, each optionally carrying per-recipient data for template personalisation. Recipient Lists are referenced by Bulk WhatsApp Message campaigns to define who a campaign is sent to. The same list can be used across as many campaigns as it remains relevant to.

Path in the application

[Path to be confirmed: navigate to WhatsApp Recipient List in iVendNext Desk.]

Prerequisites

Before you create a WhatsApp Recipient List, you need:

• A clear definition of the recipient population — either a specific group of customers you want to message, or a filterable record type in iVendNext (e.g. Customer, Contact, Lead) from which the recipients can be imported.

• For DocType import: the fieldname on the source DocType that holds the phone number, and the fieldname for the recipient's display name.

• A decision on what additional data fields, if any, should be carried into each recipient record for use as template variables.

• Permissions on the iVendNext site equivalent to System Manager or higher.

How to create

1. Open a new WhatsApp Recipient List record.

2. Enter a List Name to identify this list across the system.

3. Choose how to populate the list:

• To add recipients manually, leave Import From DocType unchecked and add rows directly in the recipients table (see step 5).

• To import recipients from an existing DocType, set Import From DocType and complete the import configuration (see step 4).

5. If importing from a DocType:

• Select the DocType to Import (e.g. Customer).

• Enter the Mobile Number Field — the fieldname on the source DocType holding the phone number (e.g. mobile_no).

• Enter the Name Field — the fieldname holding the recipient's display name (e.g. customer_name).

• Optionally enter Filters as a JSON dictionary to narrow the recipients. Example: {"territory": "North India", "disabled": 0}.

• Optionally enter Data Fields as a JSON list of additional fieldnames to capture from each source record. Example: ["customer_name", "last_order_date", "outstanding_amount"]. These values become available for personalisation in Unique variable mode on bulk campaigns.

• Optionally set an Import Limit to cap the number of recipients imported in one run.

• Save the record, then click Import Recipients. The system queries the source DocType using the filters, sanitises each phone number (retaining only digits and +), and populates the recipients table.

7. To add or edit recipients manually, work directly in the recipients table:

• Mobile Number — the phone number with country code.

• Recipient Name — display name for reference.

• Recipient Data — a JSON object of field values for template personalisation (e.g. {"customer_name": "John Doe", "order_id": "ORD-001"}).

9. Save the record. If the list has at least one recipient, it is now ready to be referenced by a Bulk WhatsApp Message.

Features

Two population modes

Recipients can be added manually one row at a time, or imported in bulk from any DocType in iVendNext. Manual mode suits small, fixed lists. Import mode suits large or filter-driven lists that draw on customer records already in the system.

Import from any DocType

The DocType to Import field accepts any DocType in iVendNext — Customer, Contact, Lead, Loyalty Program Collection, custom DocTypes, anything that has a phone number field. The import pulls all records matching the filters and writes one recipient row per source record.

Phone number sanitisation

Imported phone numbers are cleaned automatically — spaces, dashes, parentheses, and other special characters are removed, leaving only digits and +. A source value of +91 98765-43210 becomes +919876543210.

Per-recipient data for personalisation

The Recipient Data field on each recipient row holds a JSON object of field values keyed by name. When a Bulk WhatsApp Message campaign references the list in Unique variable mode, the campaign uses these values to personalise each recipient's message individually. In Common variable mode, the per-recipient data is ignored and identical values are used for every recipient.

Filtered import

The Filters field accepts a JSON dictionary of filter conditions applied to the source DocType during import. Filters use the same syntax as iVendNext list views. Standard fields and custom fields are both supported.

Reusable across campaigns

A single recipient list can be referenced by any number of Bulk WhatsApp Message campaigns. Each campaign reads the list at send time, so updates to the list propagate to the next campaign that uses it.

Validation on save

A WhatsApp Recipient List record can be saved empty when first created (to set up the import configuration), but once it has been saved at least once with recipients, subsequent saves require at least one recipient row to remain in the list.

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