Lists

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:

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!

FeatureDescription
Auto-UpdateCases get added or removed automatically
Filter-BasedBuilt using rules and criteria
Real-TimeAlways 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.

FeatureDescription
Manual ControlYou decide what goes in
StableDoesn't change on its own
SnapshotA 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.

FeatureDescription
Base FilterStart with automatic rules
Manual OverridesAdd or exclude cases by hand
FlexibleThe 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:

FilterDescription
Case TypeOnly certain types of cases
StatusFilter by one or more statuses
Date CreatedCases made within a date range
Date ModifiedCases updated within a date range
Assigned StaffCases assigned to certain team members
Has PhoneOnly cases with a phone number
Has EmailOnly cases with an email address
Has MobileOnly cases with a mobile number (needed for texts)
Custom FieldsFilter by any custom field
Client StatusBased on the client's status
Opt-In StatusOnly clients who said "yes" to messages
SentimentFilter by how happy or unhappy the client is
UTM SourceBased on where the lead came from

🧠 Advanced Filters

Combine filters with logic:

LogicDescription
ANDALL conditions must match
ORANY condition can match
NOTLeave 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:

InformationDescription
Total CasesHow many cases are in the list
Unique ClientsHow many different clients there are
With PhoneCases that have phone numbers
With EmailCases that have email addresses
Opted InClients 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

OptionDescription
Case Type filterOnly add cases that match the selected Law Ruler case types. Leave empty to match all case types.
Status filterOnly add cases that match the selected Law Ruler statuses. Leave empty to match all statuses.
Only auto-add on first syncCases 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.