Lists, Views, & Archives
The ‘Lists & Views’ panel in the admin panel allows you to view, modify, and create new dynamic and static lists and views to perform bulk actions. It gives you the flexibility to create lists manually or upload saved lists on which you can run voice, SMS, email, or WhatsApp campaigns.
Let’s explore the ‘Lists & Views’ panel in detail.
Purpose of Lists & Views
You might already know what objects are and how the object panel works. However, the object panel is for managing and viewing the records. Running different campaigns on multiple lists might make the objects panel crowded. This is where the ‘Lists & Filters’ come in handy.
When you create a filter in the object panel, you can either save it as a ‘View’ or as a ‘List’. While the views will be available in the object panel, both lists and views will appear in the ‘Lists & Filters’ panel. You can also use the ‘Lists & Filters’ panel to directly access data from the object panel and filter them to create a new list on which certain actions can be performed. In a nutshell, you can create lists in the ‘Lists & Filters’ panel in three different ways:
- Manually Add List
- Upload List
- Filter List
Types of Lists
There are two types of lists you can create in order to perform actions: dynamic lists and static lists. Let’s take a closer look at what both these are.
Dynamic Lists
Dynamic lists refer to the type of list where records are automatically updated based on changes in the object panel. Creating dynamic lists ensures that your campaign targets remain current without manual intervention.
For example, consider the user created a dynamic list with leads in the ‘proposal’ status. It will continuously update to include all leads meeting this criterion as the leads are added or updated. This feature eliminates the need for manual updates and always reflects the most up-to-date data.
Static Lists
Unlike dynamic lists, static lists remain unchanged even when the data in the objects panel is updated. This is particularly useful for running multiple campaigns on the same set of contacts regardless of changes in their attributes.
For example, if you create a static list of leads filtered by their source, the list will remain constant, and no new leads from the same source will be added to the list. This ensures consistency in your targeting, allowing you to engage the same group of contacts without manual updates repeatedly.
Add List
As we discussed before, there are three ways in which you can add a list to the ‘Lists & Views’ panel: ‘Manual’, ‘Upload’, and ‘Filter’.
Manual
The ‘Manual’ option is a versatile feature designed to allow you to input contact information directly into your system manually. It gives you full control over the data you add to your lists. Here’s a breakdown of how you can use the ‘Manual’ option to add contacts.
Step 1: Click the ‘Add’ button on the top-right corner of the panel. The drop-down menu shows two options: ‘Manual’ and ‘Upload’. Click ‘Manual’. A panel appears with a table consisting of empty rows and columns.
GIF
Step 2: Name your list in the field labeled ‘List Name’. The default name of your list will be Custom List.
Image
Step 3: Add the details of your contacts in the subsequent fields in the table. If you need to add more contacts than the number of rows in the table, click the ‘+ Add’ button on the top right corner of the panel.
Image
If your list is too long, you can navigate through the list by clicking the page numbers or the ‘Previous’ and ‘Next’ buttons at the bottom of the panel.
Image
Step 4: After you have entered all the contacts, click the ‘Submit’ button to save the list.
GIF
Upload
The ‘Upload’ option gives you a quick and easy way to add lists in the ‘Lists & Views’ panel. It allows you to add lists that you have saved externally on other platforms like MS Excel, Google Sheets, etc. Here’s how to upload lists.
Step 1: Click the ‘Add’ button on the top-right corner of the panel. The drop-down menu shows two options: ‘Manual’ and ‘Upload’. Click ‘Upload’. A side panel appears with an option to upload a list.
GIF
Step 2: If you are unaware of the format of the spreadsheet containing the list, you can get a sample file with the right format by clicking the ‘Download Sample File’ button. This will download a sample spreadsheet file (.XLSX) to your local device. You can create or rearrange your file with the columns in the exact format as shown in the sample file.
Note: The columns in the file you upload should be in the exact order as shown in the sample file. If not, the data in your list will be mismatched against the columns in the panel. Always ensure to create files in the exact format of the sample file.
Step 3: Once your upload is complete, you will see a preview of the table with all the details in it.
Image
Step 4: Click the ‘Save’ button to upload the list.
GIF
Good job! You have successfully uploaded a new list!
Filter
The third way to add lists is to use the ‘Filter’ option. It allows you to create a list from the existing data in your object panel. You have the flexibility to apply complex and advanced filters to handpick the data you want to convert as a list. Let’s see in detail how this is done.
Step 1: From the top-right corner of the panel, click on the ‘Filter’ button. A panel appears with advanced filter functions.
GIF
Step 2: Click the drop-down button labeled ‘Module’ to select the module from which you want to create the list.
Step 3: After selecting the module, you can select the column in which the filter should be applied from the drop-down button labeled ‘Select Column’.
Step 4: Apply the filter condition and filter value in the subsequent fields. If you want to apply more than one filter condition, click the ‘+’ button on the right side of the row. This will display another ‘Condition’ and ‘Value’ field. You can apply as many filter conditions as you want.
GIF
Step 5: After applying the filters, you can save the filtered list as a dynamic list or a static list. Click either the ‘Save as Dynamic’ or ‘Save as Static’ button as per your choice. If you are unclear about what dynamic and static lists are, refer to the Types of Lists section in this article.
Image
Step 6: In the subsequent screen, you will be asked to name the list. After entering the name, click the ‘Submit’ button.
Image
Fantastic! You have successfully saved a new list!
Understanding the Lists & Views Panel
When you click the ‘Lists & Views’ icon in the Office24by7 panel, the ‘Lists & Views’ panel appears. A sample of the panel is given below:
Image
To perform more actions in the panel and to use its functionality to its fullest, it is very important to understand each element in the panel. Let’s take a closer look at each element of the ‘Lists & Views’ panel.
On the left side of the panel, you will see the main menu. Under the menu, you will see two options: Dynamic Lists and Static Lists. Below this would be the Archives section. To know more about archives, read the section titled ‘Archives’ in this article.
Image
If you click ‘Dynamic Lists’, you will see all the dynamic lists and views you have created and saved. On the other hand, clicking ‘Static Lists’ will show you all the static lists and views in your panel.
In the main section of the panel, you will see a table consisting of details of all lists and views you have created. Here are more details of each column of the table:
Lists/View: This column displays the name of the list or view.
List Type: This column shows if the list is dynamic or static. Please note that the views will always be dynamic. Lists can be either dynamic or static.
Module: The ‘Module’ column shows the name of the module from which the list or the view was created.
Records: Records refer to the number of entries in each list or view. This can be the number of leads, deals, contacts, or any other element based on which you have created the list/view.
Created Date and Time: This column displays the exact date and time on which the list/view was created.
Modified Date and Time: This column shows the last date and time in which an edit was made in the respective list or view.
Status: If the list/view is active, it will be shown as ‘Active’ in the status column. Otherwise, it will show as ‘inactive’.
On the top right of the panel, you will see buttons like ‘Delete’, ‘Filter’, and ‘Add’.
Editing a List/View
The ‘Edit’ function in the ‘Lists & Views’ panel allows you to change the mode of the lists/views from dynamic to static and vice-versa. This allows you the freedom to perform elaborate campaigns on the lists and views as per your needs.
Step 1: To make changes to the list/view, click the vertical ellipsis button (፧) button and then the ‘Edit’ button. This will open the edit panel where you can preview the list/view you selected to edit.
GIF
Step 2: If the list/view you selected is static, the ‘Save as Dynamic’ button will be highlighted. On the other hand, if the list/view is dynamic, the ‘Save as Static’ button will be highlighted. You can click that button to change the mode of the list/view.
Image
Deleting a List/View
In case you don’t want a particular list or a view to display in the panel, you can easily delete them.
Method 1: Simply click on the checkboxes near the lists or views you want to delete. You can have multiple selections as well. Click the ‘Delete’ button on the top right of the panel.
GIF
Method 2: You can also delete a list or view by clicking on the vertical ellipsis (፧) button on the right side against the intended list/view, and selecting ‘Delete’. It will open a pop-up message asking whether you are sure about deleting the list/view. Click ‘Yes’ to proceed.
GIF
The selected lists/views have now been deleted.
Performing Bulk Actions on a List/View
Let’s discuss the ultimate purpose of creating lists and views in detail. The ‘Lists & Views’ panel allows you to perform bulk actions like voice call, SMS, email, and WhatsApp to all records in the list.
Step 1: Click the vertical ellipsis (፧) button against the list/view on which you want to perform the bulk action.
GIF
Step 2: From the drop-down that appears, click ‘Bulk Actions’. This will open a sub-menu with the following options: ‘Voice’, ‘SMS’, ‘Email’, and ‘WhatsApp’. Select the bulk action you prefer to perform.
Archives
Sometimes, the object panel can have too many records that you might get confused about which is important and which is not. You might also miss out on the critical information amidst the cluster of data from a long back. This is where you can leverage the ‘Archives’ section in the Office24by7 platform.
The ‘Archives’ section allows you to separately store the records you want to keep away for the time being. The records that you archive will be stored for as long as you want and will not be displayed in the objects panel.
Image
In order to view the archived data:
Step 1: Go to the ‘Archives’ section in the ‘Lists & Views’ panel and click the ‘Archives’ button in the menu on the left side. This will open a drop-down menu with all the objects.
Step 2: You can click any object from the drop-down to see the records that you archived in that object.
Unarchiving the Data
If you wish to unarchive any record:
Step 1: Simply click the checkbox near the record.
Step 2: Click the ‘Unarchive’ button on the top-right of the panel.
Image