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Lists

Concept

Lists are groups of prospects that can be used to send list emails or to build drip marketing programs.

When viewing a particular list, you can easily see the total number of prospects, the number of mailable prospects (those that are not marked as “Do Not Email” or “Opted Out”), and the percentage of mailable prospects (the mailable prospects divided by the total).

List View

Instructions

  1. Navigate to Marketing in the top navigation.
  2. Mouse over Segmentation in the resulting sub-navigation.
  3. Click on Lists.
  4. Click on the +Add List located in the top right of the List table.
  5. Enter a Name for the list that will only be used for internal purposes.
  6. Enter tags if you wish to tag the list–note this only tags the list, not the prospects added to the list
  7. Dynamic List Option: will dynamically add prospects to this list via predefined rules. Prospects will be removed from dynamic lists if they no longer match the criteria. For more information refer to Dynamic Lists
  8. Pick an Archive Date if you want to make the list inactive at some point in the future (or past). Archiving lists moves them to the “Archived List” view on the List table under Segmentation.
  9. Public List Option: If you wish to make the list available on any Email Preference center, select the Public List checkbox. Enter a Label that your prospects will see as the list’s name on your email preference center and you add a description of the list.
  10. If you have a verified CRM connector, you can optionally enable the CRM Visible option to allow prospects to be added to or removed from this list from your CRM.
  11. Click on the Create list button to save your new list.

Adding Prospects to Lists

Manually add a prospect to a list

  1. Navigate to Prospects in the top navigation
  2. Click on Prospect List in the resulting sub-navigation
  3. Select the prospect you wish to add to a list by clicking on his or her name (or you can use the Search box in the upper-right corner to find a prospect by name or email address)
  4. Click on the Lists tab link near the top left of the prospects record.
  5. Under List Memberships select the lists which you would like to add this prospect to.
  6. Click on the Save lists button to save your changes.
  7. Your prospect will now be a member of the lists that you have selected.

If you have a verified CRM connector, you can also add a prospect to a list from within the CRM if the CRM Visible option is enabled for that list.

Add multiple prospects to a list at once

Add prospects by hand-selecting various prospects from a prospect table:

  1. The first column of any prospects table (e.g., New Prospects) will contain checkboxes. Check any prospects you would like to add to a list.
  2. At the bottom of the prospect table, change the With selected action to Add to list.
  3. Select the list to which you would like to add the prospects.
  4. Click the Go button.
  5. Your prospects will now be members of the list that you designated.

Add prospects to a list by filtering a prospect table and then creating a list:

  1. Navigate to Prospects in the top navigation
  2. Click on Prospect List in the resulting sub-navigation
  3. Filter your prospects using the criteria for your new list. You can filter by campaign, date, tags, names/emails etc.
  4. Click on the Tools button, located in the top right of the Prospects table. Then select “Add to list” option.
  5. Select from one of two options: Create a New List or Add to an existing list. If you add to an existing list, click the list you wish to add the prospects to. If you create a new list, follow the steps below.
  6. Enter a Name for the list that will only be used for internal purposes.
  7. Enter tags if you wish to tag the list–note this only tags the list, not the prospects added to the list
  8. Pick an Archive Date if you want to make the list inactive at some point in the future (or past). Archiving lists moves them to the “Archived List” view on the List table under Segmentation.
  9. Public List Option: If you wish to make the list available on any Email Preference center, select the Public List checkbox. Enter a Label that your prospects will see as the list’s name on your email preference center and you add a description of the list.
  10. Click on the Create list button to save your new list.

You also have the option to add multiple prospects to a list by setting up an Automation RuleSegmentation Rule, performing a CSV import, or in the completion actions for a Form or Form Handler. Additionally, prospects can be added to lists based on pre-defined values for Default Fields or Custom Fields.

Creating a list of all prospects within a Table

  1. Locate any prospect table that you would like to make into a list.
  2. Set the View and/or Date Range if applicable at the top right of the table.
  3. Click on the Tools button, located in the top right of the Prospects table. Then select “Add to list” option.
  4. Create list menu will load where you can designate the settings for the list.
    Small lists will be created instantly. Larger lists will be created in the background and you will be notified via email upon completion.

Removing Prospects from a List

  1. Navigate to Prospects in the top navigation
  2. Click on Prospect List in the resulting sub-navigation
  3. Select the prospect (or prospects) you wish to remove from a list by clicking on his or her name (or you can use the Search box in the upper-right corner to find a prospect by name or email address)
  4. The first column of any prospects table (e.g., New Prospects) will contain checkboxes. Check any prospects you would like to remove from a list.
  5. At the bottom of the prospect table, change the With selected action to Remove from list.
  6. Select the list to which you would like to remove the prospects from.
  7. Click the Go button.
  8. Your prospects will no longer be members of the list that you designated.

You also have the option to remove multiple prospects from a list by setting up an Automation RuleSegmentation Rule, or performing a CSV import of existing prospects. If the list is CRM Visible, you can remove a prospect from it from within the CRM (a verified CRM connector is required).

Deleting a List

If you delete a list, the list will be placed in the Recycle Bin. Prospects who are associated with a deleted list will not be deleted and will remain in the system. For more details, please see When I delete a list, are the prospects on that list also deleted?

Archiving a List

You can choose to archive a specific list to help clean up the amount of lists displayed on your Segmentation window. When a list is archived, the functionality and features of that list remain intact. The list is simply moved to the Archived List section of the Segmentation window on the date that you define. The archived lists can be accessed by the dropdown menu in Segmentation window. Archiving older lists is helpful for filtering out time-based (ie. “30-day Campaign”) campaigns that may not being used anymore.

  1. Navigate to Marketing in the top navigation.
  2. Mouse over Segmentation in the resulting sub-navigation.
  3. Click on Lists.
  4. Find the list you wish to archive and click the gear on the right side of the page under Actions and click Edit
  5. In the Archive Date field, either manually enter in the date or select the date with the calendar icon
  6. Click on Save list at the bottom of the window.

Splitting a List

You can split a list into several smaller lists without importing or exporting anything. The Split action allows you to randomly divide a list into two or more new lists. You have the option to choose the distribution percentages or to evenly distribute them.

  1. Navigate to Marketing in the top navigation.
  2. Mouse over Segmentation in the resulting sub-navigation.
  3. Click on Lists.
  4. Select the list you wish to split and click the gear on the right side of the page under Actions
  5. Click Split, which will bring up the Split List screen as seen below
  6. Enter the percentage you would like to split or check the “Split prospects evenly between all new lists” box
  7. Click on the Split List button to split the list

How to Split a List

Splitting a List

Notes

  • It is important to note that when prospects are split onto the lists, they are done so randomly. This means that if you split the same list the same way twice using this tool, you will NOT get the same prospects on the resulting lists.
  • When splitting a list, the original list will still be maintained and available for use.
  • If you split a dynamic list, the resulting lists will be static. This means that a prospect will not automatically be added to the list once the list has been split.