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Lists Overview

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Forest Myers
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SharpSpring allows you to save multiple leads to individual lists.

This article provides an overview on the options available with lists.


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Creating Lists

To create a list in SharpSpring, do the following: 

  1. In SharpSpring's top toolbar, click
    Contacts > Lists.
  2. On the right side of the page, click
    cog.png  Options > New List.
  3. Enter a name for the list.
  4. Optionally, enter a list description.
  5. Select the folder to add the list to.
  6. Optionally, click the Make this list available in the Contact Manager checkbox.
  7. Click one of the following toggles:

        •   Rules-Based

        •   Manual
  8. Click Create List. 
  



Click to enlarge.
Important: Lists have a limit of 100 rules per rule group.


Modifying Lists

You can modify list parameters at any time after a list is created. To modify list parameters, do the following:

  1. In SharpSpring's top toolbar, click
    Contacts > Lists.
  2. Locate a created list.
  3. Next to the list's name, click 
    cog.png  Options > Change List Settings.
  4. In the Lists section, modify the list name and description as necessary.
  5. In the Dynamic or Static section, choose the appropriate list-building option toggle.
  6. Click Save Changes. 
  



Click to enlarge.


Lead Management with Lists

Leads can be added manually to lists. Lists are also used to delete leads. For more information on lead management with lists, refer to the following articles:


Adding Triggers and Filters

In SharpSpring, lists and automation depend upon triggers and filters to operate.

A trigger is an event that results in an action group running. Only triggers can start an action group, and at least one trigger is necessary to perform any automated action. A filter is an optional part of an automation that is used to narrow the scope of triggers. Filters are only tested when triggers are fired.

Lists function only as well as their triggers and filters allow. As such, lists must have triggers and filters configured. To add triggers and filters to a list, do the following:

  1. In SharpSpring's top toolbar, click
    Contacts > Lists.
  2. Create or edit a list.
  3. In the Triggers and Filters section, click New Group.
  4. Set the conditions modifier to either When all or When any.
  5. Choose either Add the Trigger or Add the Filter.
  6. In the When a contact field, select the appropriate condition.
  7. Enter condition parameters as necessary.
  8. Click Add Rule. 
  9. Add other triggers and filters as necessary.
  10. Optionally, remove triggers and filters by clicking X.
  11. Click Save Changes. 
  



Click to enlarge.
Note: The available condition parameters will differ, based on the conditions themselves. Additionally, triggers and filters will have different parameters. Unavailable parameters will be grayed out.

Triggers and filters have many uses for lists. For more information regarding triggers and filters, refer to Automation Overview.


Splitting Lists

Splitting lists creates sub-lists of an original list. This can be especially helpful when doing things like test sends of an email to a certain segment of a bulk list. To split a list, do the following:

  1. In SharpSpring's top toolbar, click
    Contacts > Lists    .
  2. Locate the list to be deactivated.
  3. To the right of the list's name, click
    cog.png  Options > Split List.
  4. For List Segmentation, select one of the following options:

        •   Set number of sub-lists:
             Splits the list into as many different
             sublists as you specify.

        •   Set number of members per sub-lists: 
             Splits the list based on the amount of
             leads specified to be in each sublist.
  5. In the Number of Sub-Lists field, enter how many lists you would like, with a minimum of two.
  6. For Member Order, select one of the following options:

        •   Natural: The order the list is currently in.

        •   Random: Segmentation pulls leads
             randomly into the sublists from any
             position in the original list.
  7. Click Segment List.
  



Click to enlarge.

Sub-lists are built based and put in a new folder with the name of the list and -Segments as the title.


Deactivating Lists

You can deactivate lists. To deactivate lists, do the following:

  1. In SharpSpring's top toolbar, click
    Contacts > Lists.
  2. Locate the list to be deactivated.
  3. To the right of the list's name, click
    cog.png  Options > Remove. 

Once deactivated, the list will be placed in the Inactive List menu. After deactivating a list, you can choose to either delete that list permanently, or restore it when needed.

  


Click to enlarge.

Deactivating a list will not delete the leads on the list. When you deactivate a list and it is sent to the Inactive tab, the Delete Permanently menu option becomes available. Deleting a list using this command will not delete the leads in the list. 
 


Restoring Lists

To restore a previously deactivated list, do the following:

  1. In SharpSpring's top toolbar, click
    Contacts > Lists.
  2. Click Active Lists > Inactive Lists. 
  3. Locate the list to be restored.
  4. To the right of the list's name, click
    cog.png  Options > Activate List. 
  



Click to enlarge.

Restored lists can be found under the Active Lists menu.


Deleting Lists

There may come a time when you no longer need a list of leads and want to delete those leads entirely. SharpSpring allows you to delete lists of leads. 

Important: Deleting the list and leads is irreversible. Once you delete a list, the leads on that list will be permanently deleted from your SharpSpring platform. Be absolutely sure that you intend on deleting the list and leads before following this procedure.

To delete a list of leads, do the following:

  1. In SharpSpring's top toolbar, click
    Contacts > Lists.
  2. Click Active Lists > Inactive Lists. 
  3. Next to the list to be deleted, click 
    cog.png  Options > Delete Permanently.
  4. Click OK.
  



Click to enlarge.


Regarding Dynamic and Static Lists

Static lists are lists you can apply rules to, but build only 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 have specified. Additionally, there is a toggle to apply changes 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.

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