Overview
For notaries who operate with a team or have an assistant, sharing smart lists within the Notary Success CRM can streamline your operations and ensure everyone is on the same page. By default, smart lists are private to the creator. This lesson covers how to change the privacy settings of a smart list to either share it with specific team members or make it globally accessible to everyone on your account.
Steps to Share a Smart List
Access Smart Lists:
From the main navigation menu on the left, click on "Contacts" and then navigate to "Smart Lists".
Manage Smart Lists:
Look for an option that says "Manage Smart List" at the top menu of the Smart Lists page. Click on it to view all the smart lists you've created.
Change Privacy Settings:
Next to each smart list, you'll find a share icon (often represented by three connected dots then a sharing symbol). Click on this icon for the smart list you wish to share.
Set Access Level:
In the sharing settings, you will have options to share the smart list with specific individuals or make it a global list.
Specific People: Select this option if you want only certain team members to access the smart list. You may need to enter their names or email addresses.
Global List: Selecting this makes the smart list accessible to anyone with access to the CRM. This is recommended for essential lists that are relevant to all team members.
Save Changes:
After selecting your preferred sharing option, click "Save" to apply the changes.
Tips for Sharing Smart Lists
Global vs. Private: Consider making frequently used lists global for ease of access by all team members. Keep lists private when they contain sensitive information or are relevant only to specific operations.
Communicate Changes: Inform your team about the shared smart lists and how they're intended to be used to avoid confusion.
Review Periodically: Regularly review who has access to your smart lists, especially if there are changes in your team, to maintain security and relevance.
Conclusion
Sharing smart lists in Notary Success CRM can significantly enhance collaboration within your team, ensuring everyone is aligned with the business's marketing and operational strategies. By following these steps, you can efficiently manage who has access to each smart list, improving your team's productivity and the effectiveness of your outreach efforts.
