Create a List

Create each list with a specific purpose in mind. Give lists clear, descriptive names to help you identify and select the right ones during Campaign creation. You can select from dozens of criteria to search for contacts to add to your list, but you are limited to the contacts you have permission to access in Applied Epic. You can also create lists of employees if necessary, but you cannot include both employees and client contacts in the same list. However, you can select multiple lists for the same campaign if necessary.
All contacts added to the Included tab of the list will receive any campaign sent to that list. If necessary, you can also exclude contacts to stop them from receiving campaigns temporarily. There are two types of lists:

• Manual List: Search for contacts who meet specific criteria, then add or remove them manually as needed.
• Dynamic List: The list can update automatically with the most current contacts who meet your saved search criteria.

Before creating a new list, you may want to review existing lists to see if you can copy a list and edit the copy to meet your needs. You may also want to check any hidden lists for the same reason. Hidden lists do not display on the Lists page by default, but you can display them by selecting the Show Hidden checkbox. Hidden lists are not available for selection on new campaigns, but you can make them available for selection by clicking the Show link. If you copy a hidden list, the copy is not hidden unless you manually hide it.

Please note that because you can only send a campaign in a single language, you must create multiple campaigns if you want to send the same content in both English and French and create a separate list (based on the contacts' preferred language) for each one. To create a list for a specific language, select the Preferred Contact Language from the Contact Demographics tab of the Contact Search page.

Create a Dynamic List

A dynamic list is fluid. It can automatically update with the most current contacts who meet your saved criteria (because they have been added to Applied Epic since the list was created, or because their information has changed). Dynamic lists update when you access List Detail (if it has not already been updated within the last five minutes) and before a campaign is sent. Depending on the date-based criteria selected, it is possible for a dynamic list to have zero contacts at times, if no contacts currently meet those criteria. You can apply a dynamic list with zero contacts to a campaign, but the campaign will only send if one or more contacts meet the list criteria at the time it is scheduled to send. You cannot add or remove contacts manually, but you can include or exclude them if necessary.

If you create a dynamic list without saving its criteria, it displays in Draft Status on the List Detail page and the Lists landing page. Draft lists are not available for selection on campaigns; you must save them first.

You can use another user's lists to send campaigns. If you modify the search criteria of another user's list or copy the list, the search uses your Epic permissions and may change the list membership if your permissions differ from the original list creator's. If you edit the search criteria of another user's dynamic list or make a copy, you become the owner of the list.

You can view the contacts added or removed from a dynamic list by clicking the View List Changes link on the List Detail page.

1. Click Lists on the navigation menu and then click the Create List button.
2. On the Create List page, decide whether your list is for client contacts or employees. If the list is for employees, select the List will contain only internal employees checkbox.
3. Enter basic information about your list:
• Select the Dynamic List radio button.
• Enter a descriptive Name for the list to identify it easily during campaign creation.
• To provide additional information about the list and its purpose, enter a Description for it.
• Determine if and how users’ Applied Epic Structure Access should limit their access to this list.

To make the list accessible to users regardless of structure access, select All Structures. To limit access, choose the Selected radio button and click + Structure Combinations. Then add one or more Brokerage, Branch, Department, and/or Profit Center combinations. Only users with access to at least one of the structure combinations you specify can view and use the list. If you have a default structure defined, it populates automatically in the Structure Access section.

The Structure Access feature is only available if your organization does not have Active Directory authentication enabled in Configure > Security > Logins in Applied Epic.

• Click Continue.
1. On the List Detail page, click the Edit Search Criteria button.
2. On the Contact Search page, select the criteria from the fields on any of the tabs. Some fields allow multiple selections. The criteria you have applied display in the Current Selections frame. You can also remove criteria if necessary.
   Note: By default, your search only includes contacts on active Applied Epic accounts. To include inactive accounts as well, modify the Account Status criterion on the Account tab.
• Adding multiple selections for a criterion

  Many of the dropdowns and fields allow multiple entries:

  • Select multiple criteria from a dropdown by clicking each option you want to add. Each selected option displays a checkmark in the dropdown.

  • Add multiple entries in a text field by separating them with commas (e.g. Jane, John, Joe, Jill).

• Removing criteria

  You can remove criteria in several ways:

  • Remove individual criterion from a field by clicking the remove button beside each one.

  • Remove all criteria from one field by clicking the remove button for that field in the Current Selections frame.

  • Reset all criteria by clicking the Clear All Selections link label in the Current Selections frame.

3. Once all of the criteria you want to use display in the Current Selections frame, click the Search button.
4. The Search Results display all contacts who meet your criteria. You can sort or filter the results to review these contacts:
• Click a column heading to sort by that column. Click it again to reverse the sort order.
• To narrow the list of results, enter one or more filters. You can also select the Show only Primary Contacts checkbox to display only the Primary Contact for each account. Click the Filter button to apply your selections. Filters are separate from your search criteria; they simply make contacts easier to find within your search results.

If your search did not return the contacts you wanted for your list, click the Edit Search Criteria link, select new criteria, and search again.

8. Review the Search Results to confirm that your criteria returned the intended contacts, and then click the Save Selected Search Criteria button. Lists are not available for selection on campaigns until you save them.
9. The List Detail page displays the total number of contacts on the list. The contacts on the Included tab will receive any campaign sent using this list.

You can manage the contacts on the list by doing any of the following:

• Exclude Selected/Include Selected

  You can temporarily stop contacts from receiving campaigns sent to this list by moving them from the Included tab to the Excluded tab. Once you move contacts back to the Included tab, they will receive any future campaigns sent to the list.

  1. Select the checkbox for each contact.
  2. Click the Exclude Selected button to move the contacts to the Excluded tab, or click the Include Selected button to move the contacts to the Included tab.
• Refresh List Results

  If Auto-update is enabled, the list refreshes every five minutes to reflect the contacts who currently meet the saved criteria. However, you can click the Refresh List Results link to force the system to update the list using these criteria at any time. The date and time display to indicate when the contacts were last updated.

• View List Changes

  Click the View List Changes link to open the List Change History page and review contacts added and removed from the list in the last 60 days. The date of the last change displays for each contact. Click on a Contact Name to open the Contact Detail page, where you can review the contact’s information and update their Marketing Preferences if necessary.

  If necessary, filter the page by contacts added, contacts removed, or contact type, or search for a specific contact by name. Click a column heading to sort by that column. Click it again to reverse the sort order.

• Disable/Enable Auto-update

  By default, dynamic lists refresh every five minutes to reflect the contacts who currently meet the saved criteria. To disable these updates and “freeze” the list with the contacts at the time of the last update, you can deselect the Auto-update checkbox. To resume automatic updates to a dynamic list, select the Auto-update checkbox again.

• Export to CSV (Admins only)

  Users with an Admin role or a custom role with the Export permission can click the Export to CSV button to download a copy of the information on the List Detail page. The export uses any filters applied to the list (i.e. the CSV file matches what you see in List Detail). The export includes all List Detail columns, as well as each contact’s email address, Included and Excluded contacts, and the reason for each excluded contact. Only client contacts that you have access to in Applied Epic display on the exported list.

Create a Manual List

A manual list is a static list that requires user interaction to add or remove contacts. You can use another user’s lists to send campaigns if necessary. If you modify the search criteria of another user's list or copy the list, the search uses your Epic permissions and may change the list membership if your permissions differ from the original list creator's. The list retains its original owner if you edit it, but you become the owner of any copies you make.

1. Click Lists in the navigation menu and then click the Create List button.
2. On the Create List page, decide whether your list is for client contacts or employees. If the list is for employees, select the List will contain only internal employees checkbox.
3. Enter basic information about your list:
1. Select the Manual List radio button.
2. Enter a descriptive Name for the list to identify it easily during campaign creation.
3. To provide additional information about the list and its purpose, enter a Description for it.
4. Determine if and how users’ Applied Epic Structure Access should limit their access to this list.

To make the list accessible to users regardless of structure access, select All Structures. To limit access, choose the Selected radio button and click + Structure Combinations. Then add one or more Brokerage, Branch, Department, and/or Profit Center combinations. Only users with access to at least one of the structure combinations you specify can view and use the list. If you have a default structure defined, it populates automatically in the Structure Access section.

The Structure Access feature is only available if your organization does not have Active Directory authentication enabled in Configure > Security > Logins in Applied Epic.

5. Click Continue.

4. On the List Detail page, click the Find Contacts button.
5. On the Contact Search page, select criteria from the fields on any of the tabs. Some fields allow multiple selections. The criteria you have applied display in the Current Selections frame. You can also remove criteria if necessary.
   Note: By default, your search only includes contacts on active Applied Epic accounts. To include inactive accounts as well, modify the Account Status criterion on the Account tab.
• Adding multiple selections for a criterion

  Many of the dropdowns and fields allow multiple entries:

  • Select multiple criteria from a dropdown by clicking each option you want to add. Each selected option displays a checkmark in the dropdown.

  • Add multiple entries in a text field by separating them with commas (e.g. Jane, John, Joe, Jill).

• Removing criteria

  You can remove criteria in several ways:

  • Remove individual criterion from a field by clicking the remove button beside each one.

  • Remove all criteria from one field by clicking the remove button for that field in the Current Selections frame.

  • Reset all criteria by clicking the Clear All Selections link label in the Current Selections frame.

6. Once all of the criteria you want to use display in the Current Selections frame, click the Search button.
7. The Search Results display all contacts who meet your criteria. You can sort or filter the results to review these contacts:
• Click a column heading to sort by that column. Click it again to reverse the sort order.
• To narrow the list of results, enter one or more filters. You can also select the Show only Primary Contacts checkbox to display only the Primary Contact for each account. Click the Filter button to apply your selections. Filters are separate from your search criteria; they simply make contacts easier to find within your search results.

If your search did not return the contacts you wanted for your list, click the Edit Search Criteria link label, select new criteria, and search again.

8. Select the checkbox for each contact you want to add to the list, or select the Select All checkbox in the header to select all contacts on all pages of results. The counter on the Add Selected Contacts button updates dynamically to reflect the number of contacts you have selected.
9. Click the Add Selected Contacts button to add the contacts you have selected to the list.
10. The List Detail page displays the total number of contacts on the list. The contacts on the Included tab will receive any campaign sent using this list.

You can manage the contacts on the list by doing any of the following:

• Exclude Selected/Include Selected

  You can temporarily stop contacts from receiving campaigns sent to this list by moving them from the Included tab to the Excluded tab. Once you move contacts back to the Included tab, they will receive any future campaigns sent to the list.

  1. Select the checkbox for each contact.
  2. Click the Exclude Selected button to move the contacts to the Excluded tab, or click the Include Selected button to move the contacts to the Included tab.
• Remove Selected from List

  If you want to remove contacts from the list permanently (rather than temporarily excluding them from receiving campaigns), you can use the Remove Selected from List button. Use caution, as you cannot undo this removal without searching and adding contacts again. When in doubt, use the Exclude Selected button rather than removing contacts altogether.

  1. Select the checkbox for each contact you want to remove.
  2. Click the Remove Selected from List button.
• Find Contacts

  You can use the Find Contacts button to perform a new search to add more contacts to your list. The existing contacts remain on the list, and the system omits any duplicate contacts automatically.

  1. Click the Find Contacts button.
  2. Repeat the steps above to add criteria and select contacts.
• Export to CSV (Admins Only)

  Users with an Admin role or a custom role with the Export permission can click the Export to CSV button to download a copy of the information on the List Detail page. The export uses any filters applied to the list (i.e. the CSV file matches what you see in List Detail). The export includes all List Detail columns, as well as each contact’s email address, Included and Excluded contacts, and the reason for each excluded contact. Only client contacts that you have access to in Applied Epic display on the exported list.