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Advanced List Features
📊 List Analytics
Keep an eye on how your lists are doing:
| Metric | Description |
|---|---|
| Size | How many cases are in the list |
| Growth | Whether the list is getting bigger or smaller |
| Contactable | Cases where you can actually reach the client |
| Last Updated | The last time anyone changed the list |
📱 Contact Coverage
See how much contact info you have for people on the list:
| Coverage | Percentage |
|---|---|
| Has Phone | % with a phone number |
| Has Mobile | % with a mobile number (needed for texting) |
| Has Email | % with an email address |
| Opted In | % who said it's okay to contact them |
🚀 Using Lists
📣 For Campaigns
When you make a campaign, you pick a list to send it to. The campaign will reach out to all the clients on that list.
- Build your list with the cases you want
- Create a campaign
- Pick the list as the target
- The campaign contacts everyone on it
⚡ For Bulk Actions
You can do the same thing to every case on a list at once:
- Open the list
- Click Bulk Actions
- Pick what you want to do:
| Action | Description |
|---|---|
| Update Status | Change the status of all cases |
| Assign Staff | Add team members to cases |
| Send SMS | Text all the clients |
| Send Email | Email all the clients |
| Add to Another List | Copy them to a different list |
| Export | Download the list data |
| Update Field | Change a custom field value |
- Apply it to every case on the list
📈 For Reporting
Make reports based on your lists:
- Open the list
- Click Reports
- Pick the report type
- Generate and download it
🧩 List Segments
You can break a list into smaller groups called segments:
Segment Types
| Segment | Description |
|---|---|
| By Status | Group cases by their status |
| By Type | Group cases by their type |
| By Date | Group cases by time period |
| By Contact | Group by whether you can reach them |
| Custom | Make your own groups |
Using Segments
Segments are great for:
- Sending messages to just part of a list
- Testing two versions of a campaign (A/B testing)
- Figuring out who to follow up with first
⏰ List Scheduling
Set your lists to update on a schedule:
Refresh Options
| Option | Description |
|---|---|
| Real-Time | Always up to date |
| Hourly | Updates every hour |
| Daily | Updates once a day |
| Manual | Only updates when you hit refresh |
📸 Scheduled Snapshots
Save a copy of the list as it looks right now:
- Open the list
- Click Create Snapshot
- The snapshot saves the current list
- Use it to compare later or for record-keeping
🔗 Integration with Campaigns
Campaign Association
| Feature | Description |
|---|---|
| Active Campaign | The list is being used right now |
| Campaign History | Past campaigns that used this list |
| Contact Count | How many people were reached |
| Success Rate | How well the campaign worked |
🔒 List Locking
When a campaign is using a list:
- You can't delete the list
- You can still look at it
- Changing the filters won't affect the running campaign
👥 Sharing Lists
Share lists with your team:
| Permission | Description |
|---|---|
| View | Can see what's on the list |
| Edit | Can change the filters |
| Use | Can use it in campaigns |
| Delete | Can delete the list |
📋 List Templates
Save a list setup as a template so you can reuse it later:
Creating Templates
- Build your list the way you want
- Click Save as Template
- Give it a name
- Use it whenever you make a new list
Template Categories
| Category | Example Lists |
|---|---|
| Intake | New leads, people waiting to sign up |
| Active | Active cases sorted by type |
| Follow-up | Cases that need attention or are overdue |
| Outreach | People to contact in a campaign |
| Reporting | Lists made for certain reports |
🔌 API Access
Work with lists using the API:
| Endpoint | Description |
|---|---|
| GET /lists | See all lists |
| GET /lists/{id} | Get details about one list |
| POST /lists | Make a new list |
| PUT /lists/{id} | Update a list |
| DELETE /lists/{id} | Delete a list |
| GET /lists/{id}/cases | Get cases on a list |
📝 Change Tracking
Every change to a list's cases is saved in the System Log. This gives you a full record of what happened.
When cases are added, removed, or replaced on a list, the log entry shows:
| Field | Description |
|---|---|
| Action | What happened (add, remove, or replace) |
| Requested Cases | The case IDs in the request |
| Added Cases | Cases that were newly added |
| Removed Cases | Cases that were taken off the list |
| Previous Count | How many cases were on the list before |
| Current Count | How many cases are on the list now |
TIP
Use the System Log to find out when and how a list changed. For example, you can see which cases were left out during a bulk update or check if the right cases were added.
✅ Best Practices
- Use clear names — Name your lists so it's obvious what they contain (e.g., "PI Cases - Awaiting Documents")
- Keep lists focused — Make specific lists instead of one giant list
- Review before campaigns — Always look over a list before using it in a campaign
- Check contact info — Use the "Has Phone" or "Has Email" filter to make sure you can reach people
- Clean up old lists — Delete or archive lists you don't need anymore
- Use dynamic lists — Let filters keep your lists up to date automatically
- Test with small lists — Try a small group before sending a big campaign
- Add descriptions — Write a note explaining what each list is for
- Check opt-in status — Make sure clients said it's okay to contact them
- Watch list size — Keep an eye on whether your lists are growing or shrinking