Lists

Create lists of cases to organize your work, run campaigns, and do things in bulk. 📋

🤔 What are Lists?

Lists (also called Case Lists) are groups of cases you put together for a specific reason. They're great for:

• Running campaigns — Reach out to specific clients 📣
• Bulk operations — Update lots of cases at once
• Reporting — Look at a specific group of cases
• Organization — Keep track of cases that need attention
• Workflow management — Group cases by stage or priority

Key Concept

Every campaign needs a list! Before you can start a campaign, you need to create a list of the cases you want to reach out to.

📂 Types of Lists

🔄 Dynamic Lists

Dynamic lists update themselves automatically based on filters you set. When new cases match your rules, they get added on their own!

Feature	Description
Auto-Update	Cases get added or removed automatically
Filter-Based	Built using rules and criteria
Real-Time	Always up to date

Example: A list of all "Active" cases with the type "Personal Injury" will automatically include any new PI cases that become active.

📌 Static Lists

Static lists only have the cases you pick by hand. Nothing changes unless you add or remove cases yourself.

Feature	Description
Manual Control	You decide what goes in
Stable	Doesn't change on its own
Snapshot	A frozen-in-time collection

Example: A list of specific VIP clients you want to send a holiday greeting to. 🎄

🔀 Hybrid Lists

Mix both approaches! Start with filters, then manually add or remove specific cases.

Feature	Description
Base Filter	Start with automatic rules
Manual Overrides	Add or exclude cases by hand
Flexible	The best of both worlds

✨ Creating a List

To make a new list:

1. Go to Lists in the main menu
2. Click Create List
3. Give it a name (like "Q1 Follow-up Calls")
4. Add a description if you want
5. Pick the list type (dynamic, static, or hybrid)
6. Set up your rules
7. Click Create

You can create a list without selecting any cases or enabling auto-add. This is useful when you want to set up an empty list that will be populated later — for example, by a Law Ruler auto-add rule or manual additions.

Case Type Required for Campaign Use

Every list used in a campaign must have a case type. Kayse also checks that all cases in the list match that list case type before the campaign can be created.

🛠️ Building Your List

You can add cases to your list in several ways:

🎯 Using Filters

Set up filters to automatically include cases that match your rules:

Filter	Description
Case Type	Only certain types of cases
Status	Filter by one or more statuses
Date Created	Cases made within a date range
Date Modified	Cases updated within a date range
Assigned Staff	Cases assigned to certain team members
Has Phone	Only cases with a phone number
Has Email	Only cases with an email address
Has Mobile	Only cases with a mobile number (needed for texts)
Custom Fields	Filter by any custom field
Client Status	Based on the client's status
Opt-In Status	Only clients who said "yes" to messages
Sentiment	Filter by how happy or unhappy the client is
UTM Source	Based on where the lead came from

🧠 Advanced Filters

Combine filters with logic:

Logic	Description
AND	ALL conditions must match
OR	ANY condition can match
NOT	Leave out matching cases

Example: (Case Type = "Personal Injury" OR Case Type = "Auto Accident") AND Status = "Active" AND Has Mobile = Yes

✋ Manually Adding Cases

You can also pick specific cases by hand:

1. In the list editor, click Add Cases
2. Search for the cases you want
3. Click Add Selected

🚫 Excluding Cases

Sometimes you want to leave out certain cases from your filters:

1. In the list editor, find the case in the preview
2. Click the Exclude button next to it
3. That case will be left out even if it matches your filters

📥 Importing Cases

Add cases from an outside source:

1. Click Import Cases
2. Upload a CSV with case identifiers
3. Match columns to case fields
4. Import the matching cases into your list

📊 Managing Lists

👀 Viewing List Contents

Click on any list to see what's inside:

Information	Description
Total Cases	How many cases are in the list
Unique Clients	How many different clients there are
With Phone	Cases that have phone numbers
With Email	Cases that have email addresses
Opted In	Clients who can be contacted

The lists table also shows a Campaign column so you can quickly see which campaign(s) a list is linked to and jump directly to that campaign.

🔍 List Preview

Before saving, take a peek at your list:

1. Set up your filters
2. Click Preview
3. See which cases match
4. Adjust filters if needed
5. Save when it looks good ✅

✏️ Editing a List

To change an existing list:

1. Click on the list name
2. Click Edit
3. Update the filters, case type, or add/remove cases
4. Save your changes

If you change a list's case type, all existing cases in that list must already belong to the selected type.

📋 Duplicating a List

Make a copy of an existing list:

1. Open the list
2. Click the three-dot menu (⋮)
3. Select Duplicate
4. Change whatever you need on the copy

📤 Exporting Cases From a List

Download the currently filtered list cases as a CSV file:

1. Open the list details page
2. Apply any case filters you want
3. Click Export
4. (Optional) Click Columns to include/exclude fields
5. Download the CSV

List exports support all case fields, Additional Info custom fields, and linked client data.

Important

Deleting a list does NOT delete the cases in it — it just removes the group. But you can't delete a list that's being used by an active campaign! 🚫

🔌 Law Ruler Auto-Add

If your company has a Law Ruler integration connected, you can configure a list to automatically add cases synced from Law Ruler when they match certain criteria.

How It Works

When enabled, cases synced from Law Ruler will be automatically added to the list when they match the case type and status filters you set. If you leave a filter empty, it matches all values — for example, leaving the case type filter empty means cases of any type will be added.

Auto-Add Options

Option	Description
Case Type filter	Only add cases that match the selected Law Ruler case types. Leave empty to match all case types.
Status filter	Only add cases that match the selected Law Ruler statuses. Leave empty to match all statuses.
Only auto-add on first sync	Cases are only added to this list when they first appear in Kayse. Later syncs still update the case, but won't re-add it if you remove it from the list.

You can configure Law Ruler auto-add during list creation or from the list details page.

🗃️ Lists and Archived Campaigns

When you archive a campaign, Kayse archives its linked list if no other active campaigns use that list.

If the same list is linked to another active campaign, the list stays active.