Use CRM Lists to segment the contacts in your CRM. This way, you can create highly focused lists of contacts, then create marketing content specifically targeted to them!
CRM lists can be as basic or advanced as needed. Let's look at a couple quick examples:
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A basic 'All Contacts' list: A great option to reach all your customers at once
If you're creating a basic "All Contacts" list, simply include all contact types and statuses and save! -
An advanced, highly targeted list: Great for specific marketing campaigns
Alternatively, you could create a list targeting only contacts that came from a specific source, were created between a certain date range, or even based on the custom fields you've included in your CRM setup. The only limit is your imagination!
In this guide:
- Filtering, sorting, and searching lists
- Creating a new list
- How CRM list filters work
- Editing a list
- Manually adding or removing contacts
- Deleting a list
- Viewing list logs
- Removing a contact from a list
Filtering, sorting, and searching lists
Filter lists by the team member that created them using the Filters drop down menu.
Sort your lists alphabetically by list title, email list to which they are assigned, date created, team member, last update, or the number of contacts using the arrows next to the column you'd like to sort by.
Search your lists by title for a specific term by using the search bar.
Creating a new list
1. While accessing the CRM app, select the Lists option from the top menu.
2. Click + List in the top right corner of the page.
3. Enter a List Name. This will be displayed on the Lists page, so make sure its descriptive enough to differentiate it from the other list names.
4. Enter a List Description. The list description is displayed on each individual list details page. Use this to provide further context to a list to keep things organized.
While name and description are required, the rest of the selections below are optional. Include as many as are needed to build a list of only the contacts that fit the criteria you need.
5. Select which contacts to include. This is done in several steps so you can dial into specific types, statuses, tags, and more. Each of the filtering options are described below.
| Filtering Options | Filter Descriptions |
|---|---|
| Select contact types | This allows you to include only contacts of a specific type. To make this selection easier, the list will populate with all the contact types that were configured during the initial setup. |
| Select a type assignment date | This allows you to find only contacts that were assigned to that type within a specific date rage. |
| Select contact statuses | This allows you to include only contacts of a specific status. To make this selection easier, the list will populate with all the contact statuses that were configured during the initial setup. |
| Select a status assignment date | This allows you to find only contacts that were assigned to that status within a specific date rage. |
| Select user assignment | This allows you to find only contacts that were assigned to specific users within your business or organization. |
| Select tags | This allows you to find only contacts with specific assigned tags. To make this selection easier, the list will populate with all the contact tags that were configured during the initial setup. |
| Create a custom filter | Custom filters allow you to filter contacts using rules based on your contact fields. |
6. Click Add Custom Filter if you want to take your list a step further and filter by custom fields.
In the custom filter editor, select a method to use as a filter, the options consist of all the active fields that were configured during the initial setup.
Once you've selected a method to sort, select the modifier. The options are:
| Modifier | Modifier Description |
|---|---|
| Is | The contact field is identical to the selected value |
| Is not | The contact field is not identical to the selected value. |
| Contains | The contact field contains the selected value somewhere within it's contents. |
| Does not contain | The contact field does not contain the selected value anywhere within it's contents. |
| Greater than | The contact field is greater than the selected value |
| Less than | The contact field is less than the selected value |
| Greater than or equal to | The contact field is greater than or equal to the selected value |
| Less than or equal to | The contact field is less than or equal to the selected value |
Next, select a value from your existing contact fields.
If you're filtering with a field that uses pre-selected values, start typing them to display the dropdown of available values. Click Select All to select them all at once.
Depending on the type of field you're using to filter, you may have the option to select multiple values.
While that might sound a bit complicated, its pretty straight forward. Lets look at an example below:
Say you wanted to create a list that only targets customers that spent $100 or more on your Woo360 Shop.
Not so bad, eh? Custom rules can really push the limits of how you can segment your contacts.
7. Review the information entered, when it's complete, click Submit.
How CRM list filters work
Filters come in two shapes: AND and OR
- AND = match all conditions
- OR = match at least one of the conditions
AND-type filters fine-tune your list, while OR filters broaden the list.
Built-in date filters for type and status
Individual filters
Within an individual filter, the OR rules apply. The contacts in the list must meet at least one of the conditions.
Single line filters
Example: This list would contain all contacts with at least a Customer OR Vendor type.
Checkbox filters
Example: This list would contain all contacts who chose Option A, Option B, OR Both.
Combining filters
When multiple filters are applied, the AND rules apply. The contacts in the list must meet all filters.
Example: Contacts on this list must have the tag ‘Contact Form’ AND choose Option B.
Built-in date filters for type and status
The date range filter just below the box for Type and Status is an AND filter.
Example: This list would contain all contacts that have the Customer type AND were assigned the Customer type in 2021.
See your filters working
When you’re building out your lists, keep an eye on the preview number in the top right corner.
That will help you know if the filters you’re adding are increasing the list size (OR filter was added) or decreasing the list size (AND filter was added).
Love filtering your contacts? Check out Email List Segmentation for more filtering fun(ctionality).
Note: CRM Tags do not carry over to email list custom fields, which are used for segments. If you’d like to build lists using Tags, you can use CRM Lists.
Editing a list
To edit any existing list, hover over the list name, then click the pencil icon to edit.
Manually adding or removing contacts
The (+/-) bit is contacts manually added or removed. If you were to add a contact to the list using the plus icon in the top right corner,
Deleting a list
Inevitably, a list that was once valuable may no longer serve it's purpose. Whenever that's the case, you can delete the list. Remember, this will remove the list from your account so users can longer be assigned. It will not delete the users that are currently assigned.
To delete a list:
1. Hover over the list name and click ⋮ icon.
2. Select Delete List.
3. Confirm your choice.
Viewing list logs
The Lists page also tracks all actions that happen within a certain list, referred to as Jobs. When taking action like merging lists together, populating a list with filters, etc it can often be helpful to check in to find out if a job happened successfully, or when it was completed. List logs are a convenient way to quickly get your finger on the pulse. To view these logs:
1. Hover over the name of a list and click the ⋮ icon in the right side of the page, then select View List Logs.
2a. View jobs that have already been completed by clicking Logs.
2b. View jobs that are active or pending by clicking Active/Pending Jobs.
Both views will display the Job/Category, some details to give you more context, and the date info.
Removing a contact from a list
In some cases, you may wish to manually remove a contact from a list. To do this, you can follow these instructions.
- From the CRM Lists page, click the trash icon next to the contact you wish to remove.
- A confirmation prompt will appear to explain the action in more detail.
- Clicking Remove will remove the contact from the list.
IMPORTANT: Removing a contact from a list will only temporarily remove the contact, as they can be added back after the list refreshes. To permanently remove a contact from a list, you must edit the attributes in their contact profile.
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