Edit a List

If you want to use a list for multiple campaigns, you may need to edit it before creating each campaign to ensure that its criteria (if it is a dynamic list) or the contacts added to it (if it is a manual list) are appropriate for the campaign’s content and purpose. Alternatively, you can copy an existing list and edit the criteria or contacts as needed. You can edit any aspect of a list you have created at any time.

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 list creator's. If you edit the search criteria of another user's dynamic list, you become the owner of the list. Manual lists retain their original owners, however. If you copy a list, you become the owner of the copy. If you have permission to access another user’s list and use it on a campaign, the campaign only sends to contacts you have access to in Applied Epic.

If you edit a list used on a sent campaign, your changes do not apply retroactively; they only apply to future campaigns sent to the list. If you edit the lists used on a scheduled campaign that has not yet been sent, however, editing the contacts on the lists changes the recipients of the campaign.

Although you cannot delete lists once you have used them on a campaign, you can hide any list that you no longer need to use. Hidden lists can remain in use on existing campaigns, but they are no longer available for addition to campaigns. However, you can copy a hidden list if necessary. Copied hidden lists are visible unless you manually hide them. Hiding lists removes them from the default view on the Lists page, but you can display them by selecting the Show Hidden checkbox. Click the Show link to restore a hidden list to the default view and make it available for selection on campaigns again.

Edit a Dynamic List

The contacts on a dynamic list update automatically based on the list’s saved criteria. Depending on the date-based criteria selected, it is possible for a dynamic list to have zero contacts at times, in 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 can only edit dynamic lists that you created or have been granted permission to edit. If you edit the search criteria on another user's dynamic list, the search users your Epic permissions and may change the list membership if your permissions differ from the list creator's. Editing the search criteria on another user's dynamic list also assigns you as the list's new owner.

Before editing an existing dynamic list, you may want to consider copying the list and editing the copy instead.

1. Click Lists on the navigation menu.
2. If necessary, you can do any of the following to locate a specific list:
• Filter the Lists by entering the List Name and clicking the Filter button.
• Sort the Lists by clicking on a column heading. Click the column heading again to reverse the sort order.
• Browse multiple pages of Lists by clicking the First, Previous, Next, Last, or page number links at the bottom of the page.
3. Click on the List Name.
4. On the List Detail page, do any of the following:
• Edit List Name / Description
  1. Click Edit List Details.
  2. On the Edit List page, update the list's Name and/or Description and click Save.
• Edit Structure Access
  1. Click Edit List Details.
  2. On the Edit List page, determine if and how users’ Applied Epic Structure Access should limit their access to the list.

  To make the list accessible to users regardless of structure access, select All Structures. To limit access, choose Selected and click + Structure Combinations. Then add one or more Agency, 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 the list is associated to a campaign, you cannot restrict access to it (that is, you cannot remove structure combinations or change the Structure Access from All Structures to Selected). However, you can add additional structure combinations or set the list to All structures.

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

• Edit Search Criteria

  You can edit the search criteria on any list that you created. If you want to edit the search criteria on another user's dynamic list, you must take ownership of the list. Remember, editing the search criteria on another user's list uses your Epic permissions rather than the list creator's, which may change list membership significantly if your permissions differ.

  1. If you are not the owner of the list, you are prompted to take ownership of the list before editing the search criteria. Click Continue to assume ownership of the list and modify the search criteria, or click Cancel to leave the original owner and search criteria as they are.
  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.
  • 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 click 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 label, select new criteria, and search again.

  4. Review the contacts added to ensure that you have the intended within the Search Results and then click the Save Selected Search Criteria button.
  5. 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.
• 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 cntacts 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 enabled 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 in the exported list.

Edit a Manual List

Manual lists are static and require you to interact with them to make updates. You can only edit manual lists that you created or have been granted permission to edit. If you modify the search criteria on another user's list, the search uses your Epic permissions and may change the list membership if your permissions differ from the list creator's. Unlike dynamic lists, other user's manual lists retain their original owners when you edit their search criteria.

Before editing an existing manual list, you may want to consider copying the list and editing the copy instead.

1. Click Lists on the navigation menu.
2. If necessary, you can do any of the following to locate a specific list:
• Filter the Lists by entering the List Name and clicking the Filter button.
• Sort the Lists by clicking on a column heading. Click the column heading again to reverse the sort order.
• Browse multiple pages of Lists by clicking the First, Previous, Next, Last, or page number links at the bottom of the page.
3. Click on the List Name.
4. On the List Detail page, do any of the following:
• Edit List Name / Description
  1. Click Edit List Detail.
  2. On the Edit List page, update the list's Name and/or Description and click Save.
• Edit Structure Access
  1. Click Edit List Details.
  2. On the Edit List page, determine if and how users’ Applied Epic Structure Access should limit their access to the list.

  To make the list accessible to users regardless of structure access, select All Structures. To limit access, choose Selected and click + Structure Combinations. Then add one or more Agency, 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 the list is associated to a campaign, you cannot restrict access to it (that is, you cannot remove structure combinations or change the Structure Access from All Structures to Selected). However, you can add additional structure combinations or set the list to All structures.

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

• Find Contacts

  You can use the Find Contacts button to add more contacts to an existing list. Existing contacts remain on the list, and the system omits any duplicate contacts automatically. If you edit the search criteria on another user's list, remember that the search uses your Epic permissions and not the owner's, which may change list membership (although existing contacts remain).

  1. Click the Find Contacts button.
  2. 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.
  • 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 click 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 label, select new criteria, and search again.

  5. 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.
  6. Click the Add Selected Contacts button to add the contacts you have selected to the list.
  7. 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.
• 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.
• Export to CSV (Admins only)

  Users with an Admin role or a custom role with the Export permission enabled 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 in the exported list.

Copy a List

If you need to create a list with similar criteria to an existing list,  you can copy the list as a starting point. You can copy any list that you have permission to access (including hidden lists). Copying a list assigns you as the owner of the copy.

If you copy a dynamic list, the copy contains only the original list's search criteria, not its current contacts or any manually included or excluded contacts. Copies of manual lists, however, include all contacts on the original list and all manually included and excluded contacts.

If you copy another user's list, the search uses your Epic permissions and may change the list membership if your permissions differ from the original list creator's.

1. Click Lists on the navigation menu.
2. If necessary, you can do any of the following to locate a specific list:
• Filter the Lists by entering the List Name and clicking the Filter button.
• Sort the Lists by clicking on a column heading. Click the column heading again to reverse the sort order.
• Browse multiple pages of Lists by clicking the First, Previous, Next, Last, or page number links at the bottom of the page.
• Select the Show Hidden checkbox to display all hidden lists.
3. To copy a list, click its Copy link, or click on the List Name to open the List Detail page and then click the Copy List button.
4. The Copy List page displays. Enter a unique Name for the new list and a Description and click the Create a Copy button.
5. If you have a default structure defined, it defaults in the new list’s Structure Access section, but you can change the Structure Access if necessary. To make the list accessible to users regardless of their Applied Epic structure access, select All structures. To limit access, choose the Selected radio button and click + Structure Combinations. Then add one or more Agency, 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.
6. The List Detail page for the newly copied list displays. You can edit it just as you would edit any other list. For detailed instructions, see the Edit a Dynamic List or Edit a Manual List section above.

Remember that any changes you make while editing a list are saved automatically regardless of the type of list you copied. If necessary, you can delete a list if it has never been used, or hide it if it has been used on a campaign.