Smart Lists

Detailed Troubleshooting Process Accessing Bulk Actions Begin by navigating to the 'Contacts' section of your CRM system.  From there, proceed to the 'Bulk Actions' area. Here, you'll find records of your recent CSV imports, including any that may not have been fully successful.  Evaluating Import Status Identify the specific import you're concerned with, and click 'Show Status' to review its success. This screen will reveal whether any issues occurred during the import process.  Investigating Error Logs For a more detailed analysis, click on the three dots under 'Actions' next to the import status, then select 'Show Error Log'.  The error log provides a comprehensive list of issues encountered during the import process. These errors are organized by line number, corresponding to the rows in your CSV file. For instance, 'Line 1' refers to the first contact in your CSV. Interpreting Error Logs Line Number: This refers to the specific row in your CSV file where the error occurred. Error Description: This section explains the nature of the problem, such as incorrect formatting or missing required fields. Common Import Errors and How to Fix Them Formatting Issues: Ensure your CSV file follows the required format, including correct column headers and data types. Missing Data: Some fields in your CRM might be mandatory. Make sure all required information is provided for each contact. Duplicate Entries: The CRM may reject contacts that are duplicates of existing records. Check for uniqueness in each contact's details. Additional Troubleshooting Tips Pre-Validation: Before importing, clean and validate your data using spreadsheet software. This can help catch common errors before they cause issues. Smaller Batches: If you're facing persistent errors, try importing a smaller number of contacts. This can simplify the process of identifying and correcting issues. Frequently Asked Questions (FAQs) Q: What should I do if my contacts still won't import after troubleshooting? A: Check your CSV for any hidden formatting issues. If you still encounter problems, reach out to support for further assistance. Q: Can I undo an import if I discover errors afterward? A: Yes, you can revert the bulk import and re-import the contacts after correcting the errors.

If you need to incorporate data from Facebook leads into a workflow, you can manually download this information from Business Suite and then upload it to your CRM. Here's how to do it: Exporting Leads Data from Facebook Business Suite Access Business Suite: Start by logging into your Facebook Business Suite. Navigate to Instant Forms: Select "More Tools" from the menu, then click on "Instant Forms." Download Leads: Locate the form associated with the leads you want to export and click on "Download." To export only new leads since your last download, select "Download New Leads." If you want to export all leads within a specific time frame, select "Download by Date Range," choose your desired dates, and then click "Download." Select File Type: A window will appear with your form details. Choose "CSV" to download the data in this format. Important Note: Ensure to download your leads within 90 days of form submission, as they will expire after this period. Regularly exporting your leads is recommended to avoid losing data. If you notice that your downloaded file lacks an Ad ID or Ad Set ID, it might be because: The lead was generated through organic reach. The lead came from an ad preview. You don’t have the necessary advertiser privileges on the ad account that ran the lead ad campaign. Troubleshooting Lead Downloads If you're unable to download your leads: Permissions Check: Confirm with your Business Manager admin whether they have customized permissions in the Leads Access Manager. Access Rights: If permissions are customized, ensure you've been granted the correct access rights. If not customized, only Facebook Page admins can download leads by default. Importing Leads into Your CRM Once you have your leads file, follow these steps to import the data into your CRM: Go to Contacts: Open your CRM and navigate to the Contacts section, then select the "Import Contacts Bulk Action" option.  Upload Your File: Choose your CSV file and click "Next." Map Fields: Align the fields from your Facebook Lead Form with the corresponding fields in your CRM, then click "Next." Add to Workflow: Under the Details tab, open the Advanced dropdown. Optionally, you can add a tag to these leads. Toggle on "Add To Workflow/Campaign" and select the Workflow or Campaign you want to assign these leads to.  By following these steps, you can efficiently manage and integrate your Facebook leads into your CRM workflows.

Steps to Update a Smart List After using a smart list for some time, you might find the need to refine its filters to better suit your needs. Follow these steps to update a smart list: Step 1: Access the Contacts Section Start by clicking on "Contacts."  Step 2: Select the Smart List Next, choose the specific Smart List you want to modify.  Step 3: Open Filter Options Click on "More Filters" to access the filtering options.  Step 4: Modify the Filters Make the necessary changes by adding new filters, removing ones you no longer need, or editing the existing ones.  Step 5: Apply the Changes Once you're satisfied with the adjustments, click "Apply" to implement the changes.  Step 6: Save the Updated Smart List Finally, click "Save" to ensure your Smart List is updated with the new filters. 

Looking to streamline your contact management? Smart lists are an excellent tool for organizing your contacts efficiently. By applying specific filters, you can categorize your contacts based on criteria such as their sales stage or interactions with your business, ensuring you always have the most relevant segments at your fingertips. Accessing the Filter Menu To begin creating a smart list, head to the top right corner of your contact list and click on the "More Filters" option. This action will open a range of filter choices, allowing you to tailor your smart list according to your needs. If you require multiple smart lists, simply repeat this process with different filter configurations for each list. Selecting Filters for Your Smart List To start filtering your list, select a filter item from the menu. After naming your list, choose from the following options: Save: Retain this smart list. Save as New: Create a duplicate of the current smart list. Undo Unsaved: Revert any unsaved changes. Once you've chosen your filters, enter the relevant details and click on "Apply" at the bottom right of the screen. If you need to add more filters, continue by pressing the "+ And" button until you've included all necessary criteria. When satisfied, select "Save as Smart List" at the bottom of the page. A pop-up will appear where you can name your list. Be sure to click the green "Save" button in the pop-up to finalize your smart list. Minimizing the Filter Menu After setting up your filters, you can minimize the filter menu to tidy up your workspace. Just click on the "X" button that initially expanded the menu, allowing for a cleaner view while managing your contacts. Removing a Smart List To remove a smart list, navigate to the "Manage Smart List" section, where you can easily delete it as needed.

How to Navigate Your Smart Lists To efficiently manage your smart lists, head over to the Smart Lists section under the Contacts tab in your CRM. Here, you'll find all the smart lists you’ve created, enabling you to easily view, edit, and organize them. This central hub simplifies the management process, making your CRM experience more streamlined. Note: Your access to certain features may vary based on your user permissions. Understanding Smart List Cards Each smart list you create is represented by a unique table card. These cards help you keep your lists organized and easily accessible. On the right side of each card, you'll find quick action buttons that allow you to perform various tasks, enhancing the efficiency of managing your smart lists. Customizing with Drag and Drop To organize your smart lists to your liking, simply click and hold the designated icon on a smart list card, then drag and drop it to your desired position within the table. This feature allows for a personalized and neatly arranged smart list setup. Smart List Settings: Fine-Tuning Your Lists The settings menu within the Smart Lists section offers various options for managing your lists. You can rename, duplicate, delete, or share your smart lists with other CRM users, giving you the flexibility and control to tailor your lists to your specific needs. Duplicate Smart List: Easily create a copy of an existing smart list using the duplicate function, which is handy for reusing a set of filters. Sharing Smart Lists: Share your smart lists with all users, specific users, or manage lists shared with you by others. The icons in the settings area will indicate the sharing status of each list: Shared with all CRM users. Created by you and shared with others. Created by another user and shared with you. Edit Smart List Name: This option allows you to change the name of your smart list to better reflect its purpose. Delete Smart List: If a smart list is no longer needed, you can delete it without affecting the contacts within your CRM. The list will simply be removed from your view. This guide ensures you have all the tools and knowledge needed to effectively manage and optimize your smart lists, enhancing your overall CRM experience.

Creating Smart Lists To create a new smart list, follow these steps: Access the Filter Options: Start by navigating to your contact list and clicking the "More Filters" button located in the upper right-hand corner. This will open a selection of filtering options for you to choose from.  Choosing Filters: Select a filter option to begin sorting your contacts. Customize your filter settings to match your specific criteria. If you need to create several smart lists with different filters, simply repeat this process using various filter combinations for each list.  Applying Filters: Once you've chosen a filter, fill out the necessary information and hit "Apply" at the bottom right of the screen. To add more filters, click the "+ And" or "+ Or" buttons until you're satisfied with your setup.    Saving Your Smart List: After finalizing your filter selections, click 'Save as Smart List' at the bottom of the page. A popup will appear where you can name your smart list. Make sure to click the green 'Save' button to store your smart list.    Managing Your Smart Lists Hiding the Filter Sidebar: After setting your filters, you can collapse the filter menu by clicking on the 'X' button. This gives you a more streamlined view of your contacts.  Removing a Smart List: To delete a smart list, go to "Manage Smart List." From there, select the list you want to remove and proceed with the deletion.  Troubleshooting and Common Questions What should I do if my smart list isn't updating?: Double-check that your filters are correctly set and that the criteria align with the contacts you expect to include. Sometimes, tweaking or removing specific filters can help resolve the issue. Can I share smart lists with colleagues?: Yes, you can share smart lists with team members within the CRM. Look for sharing options within the smart list settings.

Smart lists serve as a vital tool within your CRM for organizing and managing your contacts. Think of them as the core of your contact management system, where all of your customer data is dynamically organized. By using smart lists, you can efficiently categorize, filter, and manage your contacts, making it simpler to maintain and access essential customer information. In this guide, we'll walk you through the key aspects of smart lists and show you how to create them. By the end, you'll have the skills necessary to leverage smart lists to enhance your contact management efforts and boost your business. Important: Access to some features might depend on your user permissions. Steps to Create New Smart Lists Creating smart lists is a fundamental practice for effective contact management. By segmenting contacts based on their status in the sales funnel or their interactions with your business, you can target specific groups more precisely with customized content. To start, you'll need to apply filters, which can be accessed by clicking the "More Filters" button at the top right of your contacts list. These filters help narrow down the criteria for your smart lists, making them more focused and effective. With well-defined smart lists, you can save time and better target your outreach efforts, ultimately enhancing lead generation and conversion outcomes. Saving Your New Smart List After setting your filters, the next step is to finalize your smart list setup. Click the "Save as Smart List" button located at the bottom right of the page. This action is crucial as it ensures your smart list is saved and ready for use. Be sure to give your smart list a descriptive name before saving it. A name that reflects the filters or criteria used in the list will make it easier to identify and distinguish between similar lists in the future. Viewing Your Created Smart Lists Once your smart list is created and saved, it will appear in the top row of your contacts view, making it easily accessible. This allows you to quickly locate and manage your lists without disrupting your workflow. Additionally, when you need to edit or add more content to a list, all the information remains conveniently at your disposal. By saving your smart lists in this section, they are readily available for future use. To learn more about managing and viewing all your created smart lists, click here: Manage Smart Lists. Customizing Smart List Columns To tailor the information displayed in your smart lists, use the "Column" drop-down option. This feature allows you to select and manage the data columns you want to view. Located at the top right of any contact list, this option gives you control over the visible columns, letting you customize them to fit your specific needs. Searching for Contacts in Smart Lists Finding contacts within your smart lists is now simpler than ever! Use the search bar at the top right to look up contacts by name, business name, tags, email, or phone number. Remember, the search requires at least three characters to deliver more accurate results. This enhanced feature allows you to quickly locate contacts, no matter the criteria. Say goodbye to difficult searches—this improved search bar streamlines your contact management process.

Tags and Custom Fields: Tags Assigned: Utilize tags to categorize contacts based on their behaviors or attributes. Custom Fields: These fields allow for the collection and storage of specific information tailored to your needs. Examples of Custom Fields: Age: Record and segment contacts by age. Birthday: Track birthdays for personalized marketing or outreach. Pipeline Stage: Monitor where each contact is within the sales process. Pipeline Status: Identify the current status of contacts within the pipeline. Identifying Contacts Based On: Email Presence: Find contacts who either have or lack an email address. Interest Area: Target contacts with particular interests inferred from their purchase history. Survey/Form Responses: Filter contacts based on how they have responded to specific forms or surveys. Common Use Cases Tag(s) Applied Custom Field(s) Age Birthday Pipeline Stage Pipeline Status Finding contacts that Do or don't have an email address Have a particular area of interest based on past purchases Have replied to a form or survey a particular way