How do I implement the sent status for email templates in user and company smart lists?

How do I implement the sent status for email templates in user and company smart lists?

Introduction

A new enhancement has been introduced in Smart Lists, enabling the use of the “Sent” condition under Collateral Activity. This feature allows you to filter users based on their email-sending behavior, whether they’ve sent any, all, or a specific email template. It empowers marketing and admin teams to build dynamic recipient segments and trigger intelligent workflows with precision.

Where This Applies

  • User Smart Lists

  • Company User Smart Lists

This feature can be used in both list types to create rule-based audience groupings.


Steps to Use the “Sent” Condition

  • ​Navigate to the Lists page in your navigation menu, then select Smart Lists.

  • Create or Edit a Smart List

    • Select either a User Smart List or Company User Smart List

    • Click Create or edit an existing list.


  • Access the Conditions Tab

    • Go to the Conditions section of the list.

  • Add a New Condition Under Collateral Activity

    • Click Add Condition

    • Choose Category: Collateral Activity

  • Set the following:

    • Collateral Type:

      • All Templates (any email template sent)

      • Any Template (at least one template sent)

      • Specific Template (select from dropdown)

    • Activity: Sent

    • (Optional) Apply additional filters like time range or user role.

  • Save the Smart List
     Once configured, save the list. It will now dynamically include only users who have performed the Sent action matching the criteria.





Examples of Usage

  • Track Specific Campaign Engagement

Create a smart list of users who have sent a particular newsletter or outreach email using a specific template.

  • Segment Based on Email Activity

Group active users who have sent any email in the past 30 days. Use this to refine CRM views or dashboards.

  • Trigger Conditional Automation

Use this smart list as a trigger in automation workflows — e.g., send follow-up reminders only to users who have not sent the required emails.

  • Internal Usage Monitoring

Monitor which internal team members have actively used marketing templates to reach out to contacts or partners.

Benefits

  • Behavior-Driven Targeting: Focus only on users engaging with email templates.

  • Smarter Automations: Align workflow logic with user behavior for better outcomes.

  • Improved Reporting: Understand user performance in outreach campaigns.

  • Save Time: Remove the need for manual checks—lists update automatically.

Conclusion

This enhancement introduces a powerful filtering condition that helps track user engagement with email templates. By leveraging the “Sent” condition across Smart Lists, users can build targeted actions and gain insights into user interaction with communications.

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