Lists

To create a list, go to Lists, click Add and choose the Type: Dynamic or Static. For a dynamic list, set the criteria and the List Refresh schedule. For a static list, set the criteria for the first contacts you want to add, and add or remove contacts later with criteria or with an automation.

On this page, the following topics are covered:

• What is a list used for?
• What is the difference between a static and a dynamic list?
• How do you create a dynamic list?
• How do you create a static list?
• How do you change the columns of a list?
• What about lists built in the legacy editor?

What is a list used for?

A list in Spotler CRM is a group of contacts you want to reach, usually with an email. A list always contains contacts, because contacts are the records you can email. For example, you can create a list of all contacts at your customers, of everyone who visited your website in the last month, or of the attendees of an event.

To group other records, such as accounts or opportunities, use tags instead. Tags work in a similar way, but you can create them for any object.

When you set Public List to Yes, contacts can subscribe to or unsubscribe from the list themselves in the preference centre. Leave it set to No for lists that are only for internal use.

What is the difference between a static and a dynamic list?

A dynamic list is driven by criteria: Spotler CRM checks the criteria on a schedule and updates the list automatically. A static list is driven by you: contacts stay in the list until you or an automation remove them.

For example, a dynamic list with the rule that the account type is one of Customer always contains the contacts of all your customers. When a prospect becomes a customer, its contacts are added to the list at the next refresh. When a customer leaves, its contacts are removed. You never have to update the list yourself.

How do you create a dynamic list?

A dynamic list consists of criteria and a refresh schedule. You set both on the New List page.

1. Go to Marketing > Lists and click Add.
2. Enter a List Name and set Type to Dynamic. Set Public List to Yes if contacts can subscribe to or unsubscribe from the list in the preference centre.
3. Under List Refresh, choose how often the list is updated: Daily, Hourly, Every 30 minutes or Every 15 minutes.
4. Under Criteria, set the rules for the contacts in the list. The number of contacts under Matching your criteria and the Preview show the result. Click Reload Preview after a change.
5. Click Save Criteria.

The list is filled in the background, which can take a moment. After that, Spotler CRM updates the list on the schedule you chose. To update a dynamic list straight away, open the list and save the criteria again.

The criteria builder works the same as in reports. How to build criteria is explained in these articles:

• How do I build criteria with groups, rules and exclusions?
• How do I use relative date filters?

How do you create a static list?

When you create a static list, you add the first contacts with criteria. After that, the contacts stay in the list until you remove them.

1. Go to Marketing > Lists and click Add.
2. Enter a List Name and set Type to Static. Set Public List to Yes if contacts can subscribe to or unsubscribe from the list in the preference centre.
3. Under Criteria, set the rules for the contacts you want to add. Matching your criteria shows how many contacts that are.
4. Click Save and add items. The matching contacts are added to the list.

After saving, the list shows Current Items, the number of contacts in the list. To add more contacts or remove contacts, set new criteria and click Add Contacts or Remove Contacts. This is explained in How do I add or remove contacts in a static list using criteria? An automation can also add contacts to a static list, for example after they fill in a form. Adding a contact to a static list from the contact record itself is not possible: you always do this from the list.

How do you change the columns of a list?

The columns of a list determine which information you see for each contact in the list, such as the contact name, the contact email or the account name. You change them with Columns, the button with the gear icon on the right side of the list. A window opens with the title Manage your grid columns.

1. Open the list and click Columns.
2. Under Add a column, select a column to add it. The dropdown only shows columns that are not in the list yet.
3. Drag a column to change its order, or drag it to Frozen Columns to keep it visible when you scroll sideways. All other columns are under Regular Columns.
4. Click the trash can icon next to a column to remove it.
5. Click Save.

To go back to the standard columns, click Restore Defaults.

What about lists built in the legacy editor?

Lists built in the legacy editor keep working. To create a list with the legacy editor, click Use the old criteria system at the top right of the New List page. How the legacy editor works is explained in Lists (legacy editor).