Using Rules-Based Lists

Article Contents

• Creating Rules-Based Lists
• Adding Initial Rules to Rules-Based Lists
• Adding Additional Rules to Rules-Based Lists 
• Adding Rule Groups to Rules-Based Lists
• Configuring Rule Logic in Rules-Based Lists
• Manually Adding Members to Rules-Based Lists
• Modifying Settings for Rules-Based Lists
• Setting Existing Rules-Based Lists as Dynamic or Static
• Renaming Lists
• Creating Custom Field Rules-Based Lists
• Additional List Features

You can create lists to house different contacts. Rules-based lists will add contacts when they meet certain rule criteria.

To create a rules-based list in SharpSpring, do the following: 

1. Click Lists in SharpSpring's left toolbar.
2. Click    Options > New List at the top of the page.
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 the Rules-Based toggle.
8. Click Create List. 

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Rules-based lists add members based on what rules govern the lists. Rules-based lists require a set of rules to function. Newly created rules-based lists do not have rules, and they will need to be configured.

To add rules to rules-based lists, do the following:

1. Click Lists in SharpSpring's left toolbar.
2. Create or edit a list.
3. Click Create Rule.
4. Select the desired rule from the list of available rules.
5. Configure rule parameters as necessary.
6. Click Save. 

Rules-based lists can have several rules.

To add additional rules to rules-based lists, do the following:

1. Click Lists in SharpSpring's left toolbar.
2. Create or edit a list.
3. Add an initial rule to the list.
4. Click Add Rule.
5. Select the desired rule from the list of available rules.
6. Configure rule parameters as necessary.
7. Click Save. 

Individual rules can be placed together in rule groups. 

To add rule groups to lists, do the following:

1. Click Lists in SharpSpring's left toolbar.
2. Create or edit a list.
3. Add an initial rule to the list.
4. Click Add Group.
5. Select the desired rule from the list of available rules.
6. Configure rule parameters as necessary.
7. Click Save. 

You can configure how rules work together in lists by using basic logic operators. Lists can be set to operate if a single rule is true, if a collection of different rules are true, or if all rules are true. This logic can be applied to individual rules or across entire rule groups.

To configure rule logic in rules-based lists, do the following:

1. Click Lists in SharpSpring's left toolbar.
2. Create or edit a list.
3. Add an initial rule to the list.
4. Add additional groups as necessary.
5. Add additional rules as necessary.
6. Select All or Any from the All Groups: When...of the following is true drop-down menu.
7. Select All or Any from the Group #: When...of the following is true drop-down menu for each individual group.
8. Click Save. 

There may come a time when you need to manually add a lead into a list that, because they did not meet rule criteria, they otherwise were not brought into.

To manually add leads to rules-based lists, do the following:

1. Click Lists in SharpSpring's left toolbar.
2. Create or edit a list.
3. Enter the desired contact's name into the Add a New Member field.
4. Select the desired contact from the list that appears.

Manually added list members will appear in the Manually Added tab.

You can modify rules-based list settings at any time after a list is created.

To modify rules-based list parameters, do the following:

1. Click Lists in SharpSpring's left toolbar.
2. Hover over the desired rules-based list.
3. Click Options > Change List Settings.
4. If necessary, add an initial rule to the list.
5. Add additional groups as necessary.
6. Add additional rules as necessary.
7. Configure group and rule logic as necessary.
8. Configure list settings as necessary in the Settings panel.
9. Click Save.

Click to enlarge.

There are two types of lists: dynamic and static.

Dynamic lists build over time. 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. Dynamic lists can be started from scratch, or they can pull in all the leads who qualify for the list based on the criteria at the time of build.

In contrast, static lists do not build over time. 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. Static lists will, essentially, take a snapshot of your database and pull in all leads that meet the requirements at the time of list build.

Be aware that engagement lists cannot be modified, as they are system lists. Similarly, manual lists do not have list settings, since they are not rules-based.

To set an existing list as either dynamic or static, do the following:

1. Click Lists in SharpSpring's left toolbar.
   
2. Create or edit a list.
3. Click    Options > Change List Settings.
4. Click either the Dynamic or Static radio button in the Settings panel.
5. Click Save.

You can rename lists as necessary.

To rename lists, do the following:

1. Click Lists in SharpSpring's left toolbar.
2. Hover over the desired list.
3. Click Options > Rename List.
4. Enter a name for the list in the List Name field.
5. Optionally, enter a description for the list in the A short description field.
6. Click Save.

You can create rules-based lists that operate on logic from custom fields.

To create a custom list, do the following:

1. Click Lists in SharpSpring's left toolbar.
2. Create or edit a rules-based list.
3. Configure an initial or additional rule.
4. Select has the field, located under Lead.
5. Select the desired custom field from the Select Field drop-down menu.
6. Configure custom field parameters as necessary.
7. Select exactly from the variable drop-down menu.
8. Click Save.

• Creating Sample Lists
• Exporting Lists of Leads
• List Management Options

• Removing or Restoring List Members
• Setting List Tags
• Unsubscribing Contact Lists