How to Create a Smart List
Updated: October 07, 20241. What are Smart Lists
Smart Lists are a feature that provide a dynamic and customizable way to organize and manage contact lists. Rather than static lists, Smart Lists are dynamic and updated in real time based on specific criteria or conditions set by the user. These conditions include certain behaviors, attributes, or custom fields relevant to your contacts.
For example, if you have a contact list for an email campaign, a Smart List could automatically update to include new contacts that meet the criteria you've specified since the campaign was initially created. This allows for real-time, automated updates to your contact lists, making them "smart."
These lists can be filtered based on various conditions, allowing you to segment your contacts in the most relevant way to your needs. You can also choose which data columns to display, giving you a customized view of your contact information.
2. Creating a Smart List
- Navigate to Contacts in the menu pane.
- Click on More Filters.
- Select the desired filter(s) in order to create your list.
-
AND condition
Every AND condition must be met for each contact that is available in that smart list.Example: Contacts with a specific tag also having both an email AND a phone
-
OR Condition
At least one OR condition must be met for each contact that is available in that Smart List.Example: Contacts having either an email OR a phone OR having a certain tag
-
AND and OR Combined
Groups of AND filters can be used with the OR condition among them for higher customization in filtering.Example: Contact having both an email AND phone OR just an address
-
- Once you have selected all of your filters, click Apply.
- Click Save as smart list and provide a descriptive name.
- It is recommended to be detailed in naming the list to easily identify its purpose, especially when working on specific campaigns or applying further filters.
- For a general email list, make sure the Email field "is not empty."
- It is also recommended to add the filter called "Do Not Disturb" (DND) "is not: enabled for all channels" with an OR filter to include "Do Not Disturb" (DND) "is not: enabled for ____" (choose the individual channel your list is going to be used for, ex: email if the list is for emails). Use this filter to mark contacts who should not be reached out to or wish to be removed from future campaigns.
All the internal operators like IS, IS NOT, IS EMPTY, IS NOT EMPTY, CONTAINS, DOES NOT CONTAIN, etc. are not available for all filter fields yet.
3. Examples of Smart List Filters
Email List (example)
The following filter setup can be used to create a smart list for cold email campaigns targeting home owners in your contact list.
Filters Needed
- email is not empty
- SITE STREET ADDRESS is not empty
- DATA: PRINT name is not empty
- DND not enabled for all channels
- DND not enabled for email
- Pipeline is empty
- Tag is not “current homeowner”
Columns Needed
- Name
- DATA: Print Name
- DATA: Record Number
- Site Street Address
Direct Mail List (example)
Filters Needed
- address is not empty
- DATA: MAILING name is not empty
- DND not enabled for all channels
- Pipeline is empty
- Tag is not “current homeowner”
Columns Needed
- Name
- City
- DATA: Mailing Name
- DATA: Record Number
- Postal Code
- State
- Street Address
4. Access the Smart List
- Once saved, the smart list will be displayed at the top of your lists.
- By default, the newly created Smart List will only be available for the user who created the list. Use the "Manage Smart Lists" option to add the view to specific users or make it global to show to everyone.
- Even after creating the list, you can still customize the columns to display in the smart list. Feel free to modify the columns based on your specific needs and preferences. Click Columns and check the appropriate boxes to display the desired fields.