Lists Overview

About

Lists are one of the ways that Prospects can be grouped for marketing purposes such as email campaigns and Journeys.

In this Article  

• About
• How Lists Work
  • Static Lists
  • Dynamic Lists
  • Email Test Lists
• Create A List Record
• Add Prospects or Users to a Static List
  • Add Individual Prospects
  • Add via Bulk Editing
  • Add via Prospect Report
• Add Prospects to a Dynamic List
• Add Users to an Email Test List
• List Actions
  • Send a List an Email
  • Edit a List
  • Clone a List
  • Split a List
  • Archive a List
• Editing or Deleting Dynamic List Rules

How Lists Work

Prospects are added to a list based on conditions/criteria set by the user creating the list; Prospects are added either manually or automatically based on the list type. Lists can be used as recipient lists or suppression lists for emails and/or Journeys; for information regarding recipient or suppression lists review the Email and Email Template Overview article as well as the Journey Overview article.

There are three types of lists in Insightly Marketing – Static, Dynamic, and Email Test.

Static Lists

Static Lists are built manually - Insightly will not add, remove, or update Prospects automatically based on predefined conditions/criteria. Prospects are added to Static Lists either individually or through bulk editing on the Prospects record page (Insightly Marketing Users cannot be added to Static Lists).

• If a Dynamic List or an Email Test List is split, it becomes two separate Static Lists.

Dynamic Lists

Dynamic Lists are automatically populated when a Prospect meets criteria that was established when the Dynamic List was created. These lists are rule based and will update automatically as Prospects are edited, added, or removed from Insightly Marketing (Insightly Marketing Users cannot be added to Dynamic Lists). Dynamic Lists are useful for weeding out Prospects that no longer meet certain criteria automatically, rather than manually. Because Dynamic Lists are rules based they can also be referred to as advanced list segmentation due to the behavior of the filters

• For example, a Prospect may have been added to a Dynamic List because they signed up for a newsletter; if they unsubscribe, the Dynamic List will remove them automatically because they no longer meet the list’s criteria.

Prospects on Dynamic Lists cannot be added or removed manually; the contents of each Dynamic List are determined by whether a Prospect fits the established criteria. 

• When a new Dynamic List is created, it will have no rules (i.e., criteria/conditions to be met). For creating Dynamic List rules, review the Add Prospects to a Dynamic List section of this article.

Dynamic Lists are recalculated and automatically updated by Insightly every sixty minutes.

• While a list is recalculating, the list members will not appear until the recalculating is complete. 

If a Dynamic List has been archived, filters can no longer be edited.

• If a user attempts to edit the filters of an archived Dynamic List, a message will appear: Lists that have been archived cannot have their filters changed.

Email Test Lists

Email Test Lists are type of Static List that allows users to test an email campaign with coworkers prior to sending it to Prospects. Sending an email through a test list provides anyone on the list with the opportunity to review the formatting and content of an email prior to it being sent to Prospects.

• For example, a user might have a sale coming up. Once an email template is created to market the sale, it can be sent to an Email Test List containing the user and/or coworkers to ensure content and formatting is appropriate for Prospects to view.

To learn how to add users to Email Test Lists, review the Add Users to an Email Test List section of this article.

Create a List Record

NOTE: The instructions in this section will create a list record. In order to add Prospects or users to a list, review the following sections:

• Add Prospects or Users to a Static List
• Add Prospects to a Dynamic List
• Add Users to an Email Test List

1. To create a list record, navigate to Lists via the objects on the left side of Insightly Marketing. From the Lists screen, click New List in the upper right corner.
   1. The Add New List popup will display where the list information can be applied.

      Section	Field	Details
      List Details	List Name	Enter a unique name for the list.
      	Description	Enter any descriptive content applicable to the list.
      	Folder	Assign the list to a folder. Efficient categorization of lists ensures that they are easy to locate.
      	List Type	Select the list type from the drop-down. Once the list record is created/saved, the list type cannot be edited.
      	Public	Enable this checkbox if the list should be available to Prospects who would like to subscribe to the Marketing Topics/ Promotional Emails. It is only applicable to Static, not archived Lists. Email Test Lists cannot be enabled as Public.
      	Public Title	This field only displays when the Public checkbox is enabled. Enter any title that will be displayed on the Unsubscribe Page.
      Additional Information	Archive Date	Utilized when archiving a list.
      Permissions	Visibility	Define the permissions of the list.

   2. When the list information has been entered, click either of the following as applicable:
      • Save & New: Save the list record and load the Add New List popup again to create another new list record.
      • Save: Save and display the list record.
   3. Once a list record has been created, Prospects or Users can be added to the list as applicable:
      • Add Prospects or Users to a Static List
      • Add Prospects to a Dynamic List
      • Add Users to an Email Test List

Add Prospects or Users to a Static List

Unlike Dynamic Lists, adding Prospects to Static Lists is a manual process performed by an Insightly Marketing user. There are many different methods that can be utilized for adding Prospects to Static Lists:

• Via a Prospect record – adds an individual Prospect.
• Via bulk editing – adds multiple Prospects. 
• Via reports – adds multiple Prospects.
• Via finish actions

Add Individual Prospects

1. To add an individual Prospect to a Static List, navigate to Prospects via the objects on the left side of Insightly Marketing. From the Prospects screen, locate and open the record of the Prospect that needs to be added.
2. Within the Prospect’s list view, click Actions in the upper right and from the available options, select Add to Marketing List.
3. The Add Prospects to List popup will appear where a Static List can be chosen. Once a Static List has been chosen, click Add to Marketing List to complete the addition of the Prospect to the defined list.

Add Via Bulk Editing

Multiple Prospects can be added via bulk editing when utilizing list views to filter Prospect records.

1. Navigate to Prospects via the objects on the left side of Insightly Marketing. From the Prospects list view, click the gear icon and select Add New List View.
   
2. Via the Add New List View popup, assign the new list view a name and define the sharing settings. Click Save List View to create the new list view.
3. In the new list view, click the Filter button and in the List Filters section, click Add a Filter Row.
   
4. Define the filter criteria to filter for the Prospects that will be added to the list. For each filter that is created, click Add to apply the filter to the list view.
   • Filters can be edited or removed from custom list views once they’ve been added.
5. Once filters have been applied and the list view loads with all applicable Prospects, check the checkbox for each Prospect that needs to be added to the list.
6. All Prospects in the list view can be selected by checking the checkbox at the top of the Prospects list. If there are more than 50 records in the list view, click Select All “…” Records in this List. This will select all records in the list view.
7. When all applicable Prospects in the list view have been selected, click the Add toList button:
   
8. The Add Prospects to List popup will appear where a Static List can be chosen. Once a list has been chosen, click Add to List to complete the addition of the Prospect to the defined list. 

Add Via Prospect Reports

When a report that includes Prospect fields is run, the Prospects captured on the report can be added to a Static List.

1. Navigate to Reports via the objects on the left side of Insightly Marketing.
2. Select a report that will capture Prospect fields (for example, the Prospect Report, Lead Conversion Report, etc.).
   1. Click Run Report and from the Actions drop-down, select Add to Marketing List.
      1. This option will only be available for reports that capture Prospect field data.
      2. Filters can be applied to various reports to narrow report results.
   2. The Add Prospects to List popup will appear where a Static List can be chosen. Once a list has been chosen, click Add to List to complete the addition of the Prospect to the defined list. 

Add Prospects to a Dynamic List

Dynamic list rules are used to define criteria for automatically adding Prospects to a Dynamic List.

• For example, if an Insightly Marketing user needs a list to contain only customers from Australia, a dynamic list rule could be created that would locate any Prospect whose country is set as Australia and automatically add them to the list.

1. To add Prospects to a Dynamic list, navigate to Lists via the objects on the left side of Insightly Marketing.
2. From the Lists screen, locate and open the record of the Dynamic List that Prospects will be added too.
   1. Within the Dynamic List’s record, navigate to the List Rules tab and click Add a New Rule.
      NOTE: Dynamic Lists can have up to eight rules
      1. Choose a rule type from the Choose Rule Type drop-down menu.
      2. Based on the rule type selection, additional drop-down menus will become available to configure the parameters for the rule type.
         NOTE: When creating a rule that filters for webpages, users can use wildcard URLs by replacing the extension path of the URL with an asterisk (*). An asterisk tells Insightly Marketing to allow a portion of the URL to be a variable. For example: https://www.insightly.tech/promo/*
         Insightly would then include the following URLs:
         https://www.insightly.tech/promo/summer-sale
         https://www.insightly.tech/promo/winter-sale
         https://www.insightly.tech/promo/autumn-sale
   2. Once the rule has been configured, click Add. This will add the rule to the list.
   3. When all applicable rules have been added to the list, click Save Rules and Preview.
   4. The list will calculate based on the added rule(s) and will display Prospects that meet the rule(s) criteria in the List Rules tab of the list record.
      • List membership recalculation occurs every 10 minutes and while a list is recalculating, the list members will not appear until the recalculating is complete. Click Recalculate List to manually recalculate a Dynamic List. 

Add Users to an Email Test List

Email Test Lists are used to send an email to coworkers for testing prior to sending the email to Prospects.

1. To add users to an Email Test List, navigate to Lists via the objects on the left side of Insightly Marketing.
2. From the List view, locate and open the record for the applicable Email Test List.
   1. Within the Email Test List record, navigate to the Prospects tab.
      1. Click Add/Remove Prospects and via the Test List Users popup, select users from the Test List Users column and click the Add button to migrate them to the Users in List column. Multiple users can be selected at once by holding CTRL.
         For Prospects to be added to an Email Test List, they are required to have an Insightly Account. If a Prospect does not have an Insightly account, they will not appear as an option to be added to the list.
      2. Once all applicable users have been added to the list, click Save. Users that have been successfully added to the Email Test List will display in the Prospects tab of the email record.

List Actions

When sending a list an email, editing, cloning, splitting, or archiving a list, these actions can be done via two different routes:

Route 1: Via the list view of lists, the three dots menu on the far right of a list can be clicked and the applicable function can be chosen from the expanded list.

Route 2: Via the list view of lists, a list record can be opened. Once opened, the Actions drop-down in the upper right corner can be clicked and the applicable function can be chosen from the drop-down list.

Send a List an Email

1. To send a list an email, navigate to Lists via the objects on the left side of Insightly Marketing.
   1. From the Lists screen, locate the list that email will be sent to.
   2. Click either the three dots menu to the far right of the list in the list view or click the Actions button in the upper right of the list record. From the available options, select Send List Email.
      1. The Email Designer screen will load where an email can be created.

Edit a List

When editing a list, the edits that are made will not affect Prospects in the list.

1. To edit a list, navigate to Lists via the objects on the left side of Insightly Marketing.
   1. From the Lists screen, locate the list that requires editing.
   2. Click either the three dots menu to the far right of the list in the list view or click the Actions button in the upper right of the list record. From the available options, select Edit This List.
      1. The edit popup for the list will appear where Save can be clicked once all applicable edits have been made. 

Clone a List

A list can be cloned to create a new list where edits can be made as necessary. Edits can be made to the cloned list without affecting the original list.

1. To edit a list, navigate to Lists via the objects on the left side of Insightly Marketing.
   1. From the Lists screen, locate the list that requires cloning.
   2. Click either the three dots menu to the far right of the list in the list view or click the Actions button in the upper right of the list record. From the available options, select Edit This List.
      1. The Add New List popup will display where the list information can be applied. List information from the original list that is being cloned will already be applied – this information can be editing for the clone and will not affect the original list’s information.

Split a List

If a list has too many Prospects on it, the list can be split. When splitting a list, up to 10 new lists can be created and the Prospects from the original list will be randomly divided among the new lists (the original list will be preserved). Both Dynamic and Static lists can be split but when splitting, the lists that are created will always be static lists.

1. To split a list, navigate to Lists via the objects on the left side of Insightly Marketing.
   1. From the Lists screen, locate that list that requires splitting.
   2. Click either the three dots menu to the far right of the list in the list view or click the Actions button in the upper right of the list record. From the available options, select Split This List.
      1. The Split List popup will appear. By default, the original list will be split into 2 new static lists (even if the original list is a Dynamic List), with each new list assigned 50% of the Prospects from the original list.
         • If additional splits are necessary, Add New Split can be clicked. When new splits are added, the total percentage between all splits must equal 100%.
      2. Rename each new list and adjust the percentages as necessary.
      3. Click Split List to initiate the split. 

Archive a List

Lists cannot be deleted; instead, they can be archived. When a list is archived, it is removed from the Active Lists view while still preserving the history of the list record.

NOTES:

• Archiving a list cannot be undone.
• Once a list is archived, users will no longer be able to be added to the list.
• To access archived lists, navigate to Lists via the sections on the left side of Insightly Marketing. Click the list view dropdown and select Archived Lists.
  

1. To archive a list, navigate to Lists via the objects on the left side of Insightly Marketing.
   1. From the Lists screen, locate that list that requires archiving.
   2. Click either the three dots menu to the far right of the list in the list view or click the Actions button in the upper right of the list record. From the available options, select Archive This List.
      1. A popup will appear asking for confirmation to archive the list.
         NOTE: If a list needs to be set to archive on a future date, the list record can be edited and via the Additional Information section of the edit popup, a date can be applied in the Archive Date field. The list will automatically archive on the defined date once Save is clicked. This date can be edited or removed at any point prior to the when the list will archive.

Editing or Deleting Dynamic List Rules

When a user starts editing or deleting rules in an existing Dynamic List, the Prospects table view of the List Rules tab will be replaced with the Prospect grid; this grid includes the following Prospect fields: 

• Email
• Prospect Name
• Organization Name
• Score
• Do Not Email (Checkbox)
• Opted out (Checkbox)
• Date of Last Activity

This table view will remain empty until Save Rules and Preview is clicked (this will populate the Prospects grid). When the list is finished saving and calculating, the Prospects Preview table view will be replaced with the Prospects grid.

1. To edit or delete Dynamic List rules, navigate to Lists via the objects on the left side of Insightly Marketing.

   1. From the Lists screen, locate and open the Dynamic List that requires editing or deletion of list rules.

   2. Within the list’s record, navigate to the List Rules tab. Existing list rules will be displayed:

      • Edit: To edit a list rule, hover over the rule and click the Edit button that appears at the end of fields.

      • Delete: To delete a list rule, hover over the rule and click the Remove button that appears at the end of fields.