Overview
Smart lists are dynamic and powerful tools within the Notary Success CRM that allow you to segment your contacts based on specific criteria, such as tags, email availability, and Do Not Disturb (DND) status. These lists update automatically as new contacts meet the set criteria, saving you time and ensuring your communications are targeted and compliant.
Steps to Manage and Create a New Smart List
Access Smart Lists:
From the CRM left side navigation menu, navigate to "Contacts" and then select "Smart Lists"
Start with 'All' Contacts:
To create a new smart list, always start by selecting the "All" field. This ensures you're working from the complete set of contacts without any pre-applied filters.
Apply Filters:
Click on "More Filters" to access the filtering options.
For a basic email marketing list, apply the filter for emails that are "is not empty" to only include contacts with an email address.
Add another filter for DND status set to "is not enabled for email" to exclude contacts who have opted out of receiving emails.
Save as a Smart List:
Once you've applied your desired filters, save the filtered view as a smart list by clicking "Save as a Smart List" at the bottom. Name your smart list something descriptive, like "General Email List".
Automatic Updates and Tag Filters
Automatic Inclusion of New Contacts: New contacts that meet the criteria of your smart list are automatically added. For example, if you create a list for contacts with an email address and who haven't enabled DND, any new contacts added to your CRM that meet these criteria will automatically appear in the list.
Tag-Based Filters: If your smart list includes tag-based filters, you'll need to manually tag new contacts to include them in the list. For instance, if you have a "Signing Service" smart list filtered by a "Signing Service" tag and DND status, new contacts must be tagged accordingly to be part of this list.
Tips for Smart List Management
Review and Update Regularly: Periodically review your smart lists to ensure they still meet your communication needs and adjust filters as necessary.
Use Descriptive Names: Give your smart lists descriptive names that clearly indicate their purpose or the group of contacts they contain. This helps in easily identifying and selecting the right list for your email campaigns.
Leverage Automation: Utilize the automatic updating feature of smart lists to streamline your email marketing efforts. By setting up your filters correctly, you can ensure your lists are always up-to-date with the right contacts.
Conclusion
Smart lists in Notary Success CRM are invaluable for segmenting your contacts and automating parts of your marketing and communication strategy. By understanding how to manage these lists effectively, you can ensure that your messages reach the right audience, comply with DND requests, and save time in managing your contact database.
