For this particular use case, we want to exclude contacts in our company from being added to lists to keep our segmentation data cleaner and more relevant. To do this, we’ll need to:
- Create a list containing every contact who works at our company (Company List)
- Create a list that filters contacts in the company list out of its members (Exclusion List)
The following User Roles have access exclude contacts from lists:
- Marketing Manager
Creating the Company List
Step One: On the toolbar top right, click New, then on the drop-down select List.
Step Two: Within the Add New List pop-up, do the following:
1. Name the list and give it a short description.
If you would like be able to manually add contacts to this list from the Contact Manager, select the toggle below the description text input.
2. Choose what type of list you would like this to be.
- Rules based lists automatically add leads based on criteria you define.
- Manual lists are lists you add to yourself and don’t incorporate automation rules.
3. Click Create List.
Step Three: From the list screen, scroll down to the Dynamic or Static section.
NOTE: Static lists are lists you can apply rules to, but that only build one time. They do not proactively listen for further changes and apply leads as they meet your criteria. In contrast, dynamic lists are lists that will keep adding leads as they fulfill the criteria you’ve specified. Additionally, there’s a toggle Apply to the contacts already in your database. If this toggle is off, dynamic lists will start off empty and only apply leads as they meet your criteria going forward. If this toggle is on, it will apply the rules to existing contacts as well as those in the future. For this example, you will choose a dynamic List with the toggle turned on.
Step Four: Declare the conditionals for when this list should pull in a lead by selecting the following.
TIP! In this example, pull in a lead when they are associated with a company, either through their Company field or Email field. Since a contact in SharpSpring should have, at minimum, at least one of these fields, this should pull in all of the contacts in the system.
In the When a contact drop-down, under Lead Actions, select has the field. begin typing Company, and select the field from the autocomplete options. Enter the name of the company in the text input, and select exactly from the drop-down menu.
Step Five: Not every contact will have a Company name specified, so in order to ensure we are capturing all contacts from a company, we’ll also create a rule based on the email extension. To create an additional rule group, click the blue New Group button. Select When a contact has the field, begin typing Email, and select the field from the autocomplete options. Enter the email extension of the company (e.g., @sharpspring.com) and select included from the drop-down menu.
Step Six: Ensure the rules and rule groups are being compared on a “when any” basis by looking at the drop-down menus above. This will ensure that only one of the conditions needs to be true in order for that contact to be added to this list. Click Save Changes.
Creating the Exclusion List
Step One: Repeat steps 1 through 3 from the section above, for the Exclusion List.
Step Two: For the conditionals section, we are going to create three different rule groups, each with a trigger and a filter. In our example, we want it to pull in a lead when either their First Name, Last Name, or Email fields are not equal to “ “. Since a contact in SharpSpring should have, at minimum, at least one of these fields, this should pull in all of the contacts in the system. Select When a contact has the field, begin typing First Name, and select the field from the autocomplete options. Leave the value text input blank, and on the drop-down, select not equal, then click Add Rule.
Step Three: Additionally, we need to apply a filter to this rule since we don’t want to include members of the previous list we made. To add a filter, click Add the Trigger then on the drop-down, select Add the Filter. Choose When a contact is not member of the list, begin typing the name of the list we built in the previous section, and select the field from the autocomplete options. Click Add Rule.
Step Four: We’ll need to repeat steps 2 and 3, but in different rule groups. To create an additional rule group, click the blue New Group button. Build out rule groups using the same triggers as before except for Last Name and Email. Apply the same filters to each one.
Step Five: Once you’ve built out your rule groups, you need to declare how the rules in each rule group should be compared and how rule groups should be compared to other rule groups. Click the drop-down in the banner of each rule group and select when all. This will ensure that, within a rule group, all of the conditions must return true in order for this list to add a member.
Step Six: Additionally, you need to declare how the rule groups should be compared with one another. Click Select How to Evaluate Groups at the top of the section and select When any of the groups. This will only require one of the rule groups to evaluate to true in order for the list segmentation to begin. You should see green “OR” bubbles connecting the rule groups. Click Save Changes.