The custom list builder is an essential part of using the CRM. You will need to build lists to organize and display contacts for operational and reporting purposes They are also used in conjunction with other parts of the system like E-Marketing Campaigns.
On Contacts Tab you will find a drop down menu containing system lists and existing custom lists. You will find 3 sets of lists:
- System Lists - Standard lists built into the system, these are not available to be edited.
- My Lists - Will contain custom lists you have built.
- Shared Lists - Lists built by other users and shared with you.
Getting Started Building Custom Lists
Start by clicking on "New List" next to the drop-down menu of available lists to go to the list builder.
1. List Name
Start by entering a descriptive and concise list name. Over time you will be building multiple lists and you will need to be able to identify them easily.
2. Default Sort
The Default Sort sets how the list will be sorted when you view the list table. All 'Fields to Show' are available as options. Depending on the list you are building you may wish the list to automatically sort by the created date, enrollment date, alphabetically by last name, or time in status.
* What ever field you choose here will need to be added as a Field to Show (table column, covered more later in this article).
3. What Contacts
This option sets the base you will build your list around. Depending on what you are building the list for you may want to base the list off one of several options.
- All Contacts - The 'All Contacts' system list will contain all contacts regardless of any sharing setting. This is the most commonly used option.
- My Contacts - The 'My Contacts' system will contain the logged in user's assigned and created contacts. You will use this when building lists that should contain a users contact under certain conditions. If you wanted a list to display a user's enrolled contacts who are in a particular workflow status. Instead of building multiple lists for each user, you can build one that uses the My Contacts as the base list and therefore whoever views the list will only see their own contacts. You can then share the list with a group of users and each individual will have different contacts populate the list since the 'My Contacts' list will be different for each user.
- Shared - Will contain all contacts that have been shared in some way with other users. They may be shared thru secondary assignments or by being 'Public'.
- Public - Contains leads who have been marked 'Public' (checkbox available when editing a contact).
- I Created - Will base the list off only leads the user has created.
- Any - The system will choose what base list depending on the users role permissions. If you have a list shared will all users, those who access to the "All Contacts" list will view the list based from that, but if your user role does not have access to the "All Contacts" it may display the list from the "My Contacts" or "Shared Contacts" lists.
5. Shared With
The 'Shared With' setting will make the list available to other users. You may wish to select individual users (hold down the 'CTRL' key when making selections to highlight multiple options). If you are creating a list to be used with a set of users it may be easier to create a team to share the list with. For example if you are building a set of lists you want 'Sales' users to use, you should create a team that contains only sales users. This way when adding a new sales user they will be automatically included under the shared settings. Otherwise if you are adding the users individually you will need to go in and edit the lists every time you add a new user.
Adding List Filters
You will now need to add list filters. Filters are basically a qualifying statement whether or not a contact should appear on the list. You can add multiple filters to a list but it is best practice to add them one at a a time, adding many filters at once can make it difficult to then determine what is wrong if the list is displaying the wrong contacts.
1. Available Filters
You will find a drop down menu contains a series of system filters then custom fields and also secondary assignments at the bottom of the menu. Any custom fields you created could then be used as a list filter and is available as a filed to show.
In the example below we are adding a simple filter so the list will display only leads who are "Enrolled". By selecting 'Yes' we are only including enrolled contacts, if 'No' was selected it would omit enrolled contacts leaving all others.
Filtering by a Date Field
There are more complicated filters like those based off of a date. In the example below we are setting up a filter based on the "Enrolled Date". With the filter as pictured below we are saying we want the list to contains only leads who have been enrolled today.
You can setup a more complicated filter by selecting one of the other date filter options. In the example below we are filtering again by the enrolled date but only contacts who have been enrolled more than 30 days ago.
Filtering by a Multiple Option Field
For fields (system or custom) that have multiple options, like multiple choice, multiple select or check box fields, the fields options available to filter the list by (hold down the 'CTRL' key when making selections to highlight multiple options). In the example below I am adding a filter for 'Filing Status' which is a custom field. The field has 4 options but we are populating the list with leads where either "Married Filing Jointly" or "Married Filing Separate" has been selected.
Filtering by Workflow Stage or Status
A common filters used with list building are Workflow Stage and Status. If setup correctly your Workflow will reflect a lot about the current state of a contact and therefore you should be able to filter lists based off the workflow status. Like the multiple choice options you can select more then one status to filter by (hold down the 'CTRL' key when making selections to highlight multiple options). In the example below you can see we are filtering so contacts who are in the "Lead: New Lead", "Lead: VM 1", "Lead: VM 2" and "Lead: VM 3" status will appear on the list.
Filtering by an Input Field
When filter by a field where information is inputted without a a preset option, like an email address, phone number, or any text field you will need to enter a value to filter by. In most cases the system will locate contacts where a value for that field is near what you are trying to filter by. In the example below we are filtering by email address but only the domain. The CRM will then find contacts where the domain on the email address is "@test.com".
You can also filter by numerous values separating them with a comma. However the system will only be able to search by the exact values in this case. So in this case the list would populate contacts who's email address saved are either "email@example.com" or "firstname.lastname@example.org".
You can also filter by whether or not the field has a value saved for it by using !BLANK (if there is an empty value) or !NOTBLANK (if there is any value saved).
2. Add the Filter
Once you have setup the filter click the green "Add Filter" button to save the filter.You should notice the number of contacts found changes once the filter has been added. You can use this number to judge whether or not the list is going to display the right contacts. If the number drops to 0 then you have probably setup your filter incorrectly. Try removing the most recent filter and reset it differently.
Example Sets of Filters
Payment Reminder - This set of filters will display a contact who are enrolled, not paused, and have a payment due 3 days from now. Which means every day a new set of contacts will populate this list. Typically you would use this list as part of a e-marketing Campaign.
Follow Up - This set of filters will provide a list of contacts who have been in the status "Docs Out" for more than 3 days. You can use this as part of an E-Marketing campaign or for tracking leads. In theory these are contacts who've had contracts sent to them for signature and waiting on them to be returned signed. You can also setup an E-Marketing Campaign to reach out to them as a follow up.
Anniversary - This set of filters will populate contacts who were enrolled and still enrolled from a year ago today. You may use this to send a 'Thank You' E-Marketing Campaign or if your service involves an annual renewal of some sort you can use this as a reminder.
Missing Information - This set of filters will populate a list of enrolled contacts with no email address. You may use variations of this to check for needed info from contacts as part of your process.
Adding Fields to Show (Table Columns)
The 'Fields To Show' are the data columns you will see when viewing your list. The only requirement is to include the "Sort By" field. When you first create a new list, the system will place a default set of Fields to Show. It will be up to you to make alterations so it will display the needed information.
You will find a field pool on the right hand side of the editor labeled as "Available Fields To Show".
The section labeled "Show Fields On List" are the columns headers that will appear. To add fields you can simply click, drag and drop the fields from the "Available Fields To Show" to the "Show Fields On List" section. You can then also drag and drop the fields in order of how you would like them to appear on the list (top to bottom = left to right).
Once you have placed the "Fields to Show" on the list and ready to view the results, click "Save List" on the navigation bar. You then will be taken to view the list.
At any point if you need to edit a list, click on the name displayed above the list table to be taken back to the list builder screen.