Lists

Lists group Prospects for email campaigns and Journeys. A list can be the recipient list or the suppression list for either.

On this page:

• The three list types
• Creating a list record
• Adding Prospects to a Static List
• Adding Prospects to a Dynamic List
• Email Test Lists
• List actions
• The List Management page

The three list types

The Dynamic case is what makes them useful: a Prospect added because they signed up for a newsletter is removed automatically when they unsubscribe, because they no longer match.

⚠️ Prospects on a Dynamic List cannot be added or removed by hand. Membership is entirely determined by the rules. If you need manual control, the list has to be Static.

⚠️ Insightly Marketing users cannot be added to Static or Dynamic Lists, only to Email Test Lists. To include your own team in a normal campaign or a test email, create Prospect records for them.

ℹ️ Splitting a Dynamic List or an Email Test List produces Static Lists. See Splitting below.

Creating a list record

Go to Lists and click New List. Creating the record and populating it are separate steps.

⚠️ List Type cannot be changed once the record is saved. Choosing Static when you needed Dynamic means creating a new list.

ℹ️ Public applies only to Static, non-archived lists. Email Test Lists cannot be made Public.

Adding Prospects to a Static List

Four routes: from a Prospect record, through bulk editing, from a report, and through finish actions.

One Prospect at a time

Open the Prospect, click Actions, select Add to Marketing List, choose the Static List in the popup, and click Add to Marketing List.

In bulk, from a filtered list view

1. Go to Prospects, click the gear icon and select Add New List View.
2. Name it, set sharing, and click Save List View.
3. Click Filter, then Add a Filter Row under List Filters.
4. Define the criteria and click Add for each filter.
5. Check the Prospects to add. The checkbox at the top selects the page.
6. Click Add to List, choose the Static List, and click Add to List.

⚠️ The header checkbox only selects the visible 50. Above 50 records, click Select All “…” Records in this List to select everything rather than the current page.

Add to List Button in Insightly Toolbar

From a report

Run a report containing Prospect fields, then choose Add to Marketing List from the Actions dropdown.

ℹ️ This option only appears on reports that capture Prospect field data, such as the Prospect Report or Lead Conversion Report.

Selecting Prospect Fields in Report Builder

Adding Prospects to a Dynamic List

Membership comes from rules. A list of Australian customers is a rule matching Prospects whose country is Australia.

1. Go to Lists and open the Dynamic List.
2. Go to the List Rules tab and click Add a New Rule.
3. Choose a type from Choose Rule Type. Further dropdowns appear according to the type.
4. Click Add.
5. When all rules are in, click Save Rules and Preview.

⚠️ Eight rules maximum per Dynamic List.

ℹ️ Rules filtering on webpages accept wildcards. Replacing the path with an asterisk, as in https://www.insightly.tech/promo/*, matches every page beneath it.

Recalculation

⚠️ List members disappear from view while a list recalculates. They return when it completes. An empty Dynamic List is not necessarily an empty Dynamic List.

Recalculate List forces it manually.

Editing and deleting rules

Open the list, go to List Rules, hover a rule, and click Edit or Remove at the end of the fields.

While rules are being edited or deleted, the Prospects table view is replaced by a Prospect grid showing Email, Prospect Name, Organization Name, Score, Do Not Email, Opted Out and Date of Last Activity. That grid stays empty until Save Rules and Preview is clicked.

⚠️ An archived Dynamic List’s filters cannot be changed. Attempting it produces: Lists that have been archived cannot have their filters changed.

Email Test Lists

For sending an email to colleagues before it reaches Prospects, so formatting and content can be checked.

1. Go to Lists and open the Email Test List.
2. Go to the Prospects tab.
3. Click Add/Remove Prospects.
4. In the Test List Users popup, select users in the Test List Users column and click Add to move them to Users in List. Hold CTRL to select several.
5. Click Save.

Selecting Users to Add to Test List

⚠️ Only people with an Insightly account can go on an Email Test List. Anyone without one does not appear as an option.

List actions

Reached from the three-dot menu in the list view or the Actions dropdown in an open record.

Accessing List Options via Three-Dot Menu

Actions Button in List View Toolbar

Send List Email. Opens the Email Designer to build the email.

Edit. Opens the edit popup. Editing a list does not affect the Prospects on it.

Clone. Opens Add New List prefilled from the original. Changes to the clone do not affect the original.

Splitting a list

Splitting divides a list’s Prospects randomly across up to 10 new lists, preserving the original.

1. Select Split This List from the actions.
2. The Split List popup defaults to two new lists at 50% each.
3. Add New Split adds more. The percentages across all splits must total 100%.
4. Rename each new list and set its percentage.
5. Click Split List.

⚠️ Splits are always Static, even when splitting a Dynamic List. The new lists have no rules and will not update themselves. Splitting a Dynamic List converts that segment into a fixed snapshot.

Archiving a list

⚠️ Lists cannot be deleted, only archived, and archiving cannot be undone. The record and its history are preserved but the list leaves the Active Lists view permanently, and nobody can be added to it afterwards.

Select Archive This List from the actions and confirm.

Archived lists are reached through the list view dropdown, Archived Lists.

Accessing Archived Lists in Insightly CRM

ℹ️ To archive on a future date, edit the list and set the Archive Date field under Additional Information. The list archives itself on that date. The date can be changed or removed at any point before it arrives.

The List Management page

This is what a Prospect sees when they want to manage which lists they are on, rather than unsubscribing from everything.

Clicking the unsubscribe link in an email opens the unsubscribe modal, and a Click here link on that modal opens the List Management modal. There they can uncheck individual lists, or unsubscribe from all, which clears every individual option. Saving confirms with “Your email subscription preferences have been saved.”

Email List Unsubscribe Page with Management Link

Email Subscription Preference Management Page

⚠️ A customized unsubscribe page hides the route to list management. An instance with a customized unsubscribe page has to reset that page to default before the Click here link appears at all. Customizing one page silently removes access to the other.

Only lists that are static, public and not archived appear here, and the Public checkbox has to be enabled on each. Public Titles are shown rather than list names.

Editing a Static Marketing List in Insightly

Prospects can join any Public List regardless of their current membership. Subscribing writes an entry to the audit log, and opting out later updates that entry. The logs cover both the prospect and the list.

Customizing the page

Administrators design it at System Settings > Feature Settings > List Management Page, using the Designer Tool.

Content. Add a row first, then drag content elements into it. Click an element to open its properties. Image and Video elements take a file or a URL; the social element takes your social links; Title and Text elements are styled directly, and Merge Tags pull values from the Prospect record.

Rows. Structure the page by dragging rows in. Click a row to open its properties. Show Structure reviews the overall layout. Custom Rows saves a block for reuse elsewhere through the save icon on the row.

ℹ️ Custom Rows are available on all Marketing plans but apply to emails only, not landing pages.

Settings. General page options: margins, alignment, default font. These do not affect individual rows or content, which have their own properties.

Preview shows the page inside the designer; Test in Browser opens it in a new tab, and is available both while designing and in preview mode.

Save Design publishes the changes. Reset to Default discards everything and restores the original design.

List Management Page Design Editor