How do I create a Smart List?
Smart Lists are the tools to dynamically segment your contacts based on their attributes or actions.You can also share all contacts within a smart list with other users -- as long as you have permission. Smart Lists are also used to receive notifications for any drip campaigns to which they are associated.STEPS
1. To create a Smartlist go to the Connections tab
2. Click on the Connections > Lists. Select Smart List on the left hand side under Folder and click on Create.
3. In the Smart List creator, under Info tab, enter the Name, Description and Filters. (For Filters, start typing a filter name to choose the existing one, or create a new one then select it from the drop-down.) Click Next to move to Conditions.
4. Set Conditions under the Conditions tab. Conditions are based on the Filters which tells the system which contacts should be pulled into your Smart List.
- Start by selecting a drop-down option under Create New Filter For Smart List
We have several options in the drop down menu to apply filters.
- Depending on your selection, different drop-down options will appear after you make your first selection.
- Once you’ve chosen your Filter, Collateral, Collateral Type & corresponding condition drop-down, click Add to create the Filter
- Click on Advanced to set different Filter combination rules based on the filters you’ve made. Brackets keep filters together, while And will combine values, & Or will separate values
- After you finish click the Next button to move to Sharing
- The Contacts Smart List now includes new filtering conditions to identify contacts subscribed to running drip campaigns or those not currently engaged. To use these features, follow the steps below:
Subscribed to Running Drip Campaign:
Navigate to the "Conditions" tab when creating or editing a Smart List.
In the dropdown menu, select the condition "Subscribed to Running Drip Campaign."
This will display all contacts currently enrolled in running drip campaigns.
Not Subscribed to Any Campaigns:
If you need to filter contacts not subscribed to any drip campaign, use the condition "Not Subscribed to Any Drip Campaign."
For further refinement, add the condition "Subscribed but Not in Running Drip Campaign" to capture contacts who have been subscribed but are no longer in a running campaign.
Combine Conditions:
To target contacts who fall under either condition (i.e., not subscribed to any or not in a running campaign), ensure you combine these conditions using the "OR" operator in the advanced filter section (e.g., "1 OR 2").
This feature provides more flexibility when segmenting contacts based on their campaign subscription status.
Overview
A new condition called Specific Form Filled Date has been introduced to the Contact Smart List. This enhancement lets you filter contacts based on the exact date they submitted a particular form.
Steps to Use ‘Specific Form Filled Date’
Navigate to the Contact Smart List
Go to Connections > Lists.
Click Create to start a new list or edit an existing one.
Add the Condition
Choose Add Condition.
Select Specific Form Filled Date from the available conditions.
Configure the Condition
Pick the desired form.
Specify the date(s) you want to target (e.g., “Filled On,” “Before,” “After”).
Save your changes to finalize the filter.
Benefits
More Granular Segmentation: Target contacts who filled a form on a specific date for time-sensitive follow-up.
Improved Engagement Tracking: Quickly identify contacts who recently submitted forms and need immediate attention.
5. Click Share next to a User’s name to share the contacts in the list with another User (Note: this will not recreate the list within that User’s account, only share the contacts over)
- When you are finished, click Next to move to Notifications & ToDo
6. Under Notifications & Sharing, you are able to choose your notifications or if you would like to set a ToDo. Click to enable either a notification and/or an assigned ToDo when a user enters into that Smart List.
Notifications will create email alerts sent to the User in which that Smart List has been created. You can choose what information to include in the email notification by checking off the boxes that appear after you select the check-box next to emails after, “Set Notifications:”. By default, first name, last name, email, mobile number, score, keywords, and comments will be included, and image, document and HTML fields are omitted.
Select the checkbox under Set as To Do in order to have the system make a To Do every time someone enters the Smart List. A To Do is seen on your dashboard like a virtual sticky-note, meant to be checked off once finished. If you are using a CRM that supports To Do integration, it can be set-up to ‘push’ and ‘pull' between softwares.
7. Click the Finish flag button to save, complete and exit your newly created Smart List.
A new condition has been added to the User Smart List that allows filtering based on whether a Partner Admin has been assigned to any user group, providing enhanced user segmentation capabilities.
How It Works:
While creating or editing a User Smart List, select the new Partner Admin condition from the available filter options
The system will show all users who belong to user groups where a Partner Admin is assigned
This condition works in real-time, automatically updating as Partner Admin assignments change
Use Cases:
This condition is particularly useful for:
Administrative Oversight: Identifying users who are managed by Partner Admins for reporting and compliance purposes
Targeted Communication: Creating focused lists for Partner Admin-supervised groups to ensure appropriate messaging
Organizational Structure: Segmenting users based on administrative oversight structure for better management hierarchy visibility
Training Programs: Organizing training initiatives based on Partner Admin supervision requirements
Configuration Benefits:
Dynamic Updates: Smart lists automatically refresh when Partner Admin assignments change
Multiple Criteria: Combine with other conditions for more precise user segmentation
Reporting Efficiency: Streamline administrative reporting based on Partner Admin structure
Conclusion:
This enhancement significantly improves user segmentation capabilities by incorporating Partner Admin assignments into smart list filtering. Organizations can now better organize users based on administrative structure, enabling more effective management, communication, and reporting workflows that align with their Partner Admin hierarchy.
How It Works:
While configuring User Scoring, you can now apply a condition to check if a user is assigned as a Partner Admin within a user group or not added to a user group
If the condition is met, the defined score will be applied to the user automatically
The scoring system evaluates both Partner Admin status and group membership simultaneously
Scoring Applications:
Administrative Role Recognition: Award higher points to users with Partner Admin responsibilities to reflect their leadership positions
Group Participation Scoring: Score users based on their group membership status and administrative oversight
Leadership Identification: Automatically identify and score users in administrative positions for recognition programs
Performance Metrics: Create scoring models that account for both individual performance and administrative contributions
Strategic Benefits:
Role-Based Scoring: Align scoring with organizational hierarchy and administrative responsibilities
Automated Recognition: Reduce manual effort in identifying and scoring administrative roles
Comprehensive Evaluation: Include administrative duties in overall user performance assessment
Conclusion:
This Partner Admin scoring condition provides organizations with the ability to create more nuanced and comprehensive user scoring systems. By incorporating administrative roles and group membership into scoring calculations, organizations can better recognize leadership contributions and create more accurate performance evaluation models that reflect the full scope of user responsibilities.
KB Article with Edits -
https://helpdesk.mindmatrix.net/portal/en/kb/articles/automation-manager-feature-overview
New Partner Admin Condition in Automation Manager
A new condition has been introduced in the Automation Manager for both User and Organization types related to Partner Admin assignments, enabling automated workflows based on administrative structure changes.
How It Works:
While setting up an automation, you can now add a condition to check if a Partner Admin has been assigned to any User Group or Organization Group
When this condition is met, the automation will trigger the defined actions accordingly
The system monitors Partner Admin assignments in real-time and executes automations immediately upon condition fulfillment
Automation Applications:
Role-Based Triggers: Activate specific workflows automatically when Partner Admins are assigned or removed from groups
Administrative Notifications: Send immediate alerts to relevant stakeholders when Partner Admin assignments change
Group Management: Automate access permissions, resource allocation, and communication workflows based on Partner Admin presence
Compliance Automation: Trigger compliance checks and documentation updates when administrative oversight changes
Workflow Enhancements:
Immediate Response: Automations execute instantly when Partner Admin conditions are met
Multi-Level Actions: Trigger cascading workflows that affect multiple systems and processes
Conditional Logic: Combine Partner Admin conditions with other criteria for sophisticated automation rules
Conclusion:
The Partner Admin condition in Automation Manager transforms how organizations handle administrative changes by enabling immediate, automated responses to Partner Admin assignments. This enhancement reduces manual administrative overhead, ensures consistent process execution, and maintains proper oversight protocols automatically, leading to more efficient and reliable administrative operations.
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