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Smart lists are dynamic. As contacts gain or lose tags, fill forms, or make purchases, they automatically enter or exit the smart lists that match their criteria. Build the filter once and the list stays current.

Sending the same message to your entire list treats a hot prospect and a cold lead the same way. Smart lists let you create segments that stay automatically current based on tags, behaviour, custom fields, or any combination of criteria.

Steps

1
Navigate to Smart Lists
Go to Contacts and click the Smart Lists tab at the top of the contacts view.
2
Create a new smart list
Click Add Smart List. A filter builder appears.
3
Set filter conditions
Add conditions: Tags (has/does not have tag), Custom fields (equals/contains/is blank), Activity (opened email in X days, made purchase, filled form), Pipeline stage. Combine with AND (must meet all) or OR (meets any). Example: Has tag Hot Lead AND Has not made a purchase.
4
Name and save
Give the list a clear name describing who is in it: Warm Leads No Purchase, Program Alumni, Inactive 90 Days. Click Save.
5
Use the list in campaigns
When creating an email campaign or SMS broadcast, select the smart list as your audience instead of All Contacts.

Common Mistakes

  • Too many overlapping smart lists. Five well-defined lists are more useful than twenty redundant ones. Create lists only when you have a distinct use case.
  • Expecting static lists. Smart lists update dynamically. A contact who gains the Hot Lead tag will join the Hot Lead smart list immediately.
  • Not reviewing membership before a major send. Before sending to any smart list, open it and review the contact count and a sample of members.
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