Appearance
Saved lists and sharing them
A saved list is a set of contact filters you gave a name to. Narrow the Contacts page down to the people you care about, save it, and you can come back to exactly that group in one click. Owners and admins can also share a list with the rest of the team.
Saving a list
- On Contacts, filter the list until it shows the people you want. The pills in the toolbar show what is narrowing it.
- Click Save as list at the top of the page, beside Manage. It appears once at least one filter is on, and not while a saved list is already open.
- Type a Name. Owners and admins also see Share with my team. Open More options (description, folder, columns) for the rest, then click Save list.
| Field | What it does |
|---|---|
| Name | What you and your team will see in the panel. Up to 80 characters. |
| Share with my team | Owners and admins only, and only when you save a new list. It gives the whole workspace the list's filters, and each person sees only their own leads in it. |
| Description (under More options) | Optional, up to 1,000 characters, and worth writing. Nine filter conditions don't explain themselves a month later. It shows under the list's name when the list is open. |
| Collection (under More options) | Which group the list sits in, as shown in Edit lists. Pick one you already have, choose New collection to start one, or leave it in Ungrouped. |
| Remember the columns on screen (under More options) | Saves the columns you're looking at along with the filters, so the list opens the way you left it. Leave it unticked and the list opens on whatever columns you already have. |
The dialog tells you how many filters are about to be saved. If it says the list has no filters on it, the list will show every contact, which is almost never what you meant.
Saving takes you straight to the new list, so you can see it worked.
A saved list isn't a segment
A saved list is your own view of the Contacts page. A segment is a named group you can send a campaign to. They're different things in different places, and saving a list doesn't create a segment.
Opening and changing a list
Open a list from the Saved Lists tab above the contacts. It shows Shared with the team first, then My lists, each with how many contacts it holds. Once a list is open the tab reads List: and its name. A bar appears under the page title with the list's name, its description, and the things you can do to it.
- Edit reopens the same form, so you can rename it, rewrite the description, move it to another collection, or change whether it remembers columns. Delete list at the bottom left of that form removes it. Yapii asks first: Delete "name"? says it removes the saved list, not the contacts in it, and nothing is deleted until you click Delete (Cancel keeps the list).
- Once you change the filters while a list is open, a line appears under the title: You changed this list. Keep it for next time? Save changes (on lists you can change) saves the filters you're now looking at back onto the list. Save as new list keeps the original and makes a second list. Undo goes back to the list's saved filters. Without saving, your change is temporary and the list opens on its old filters next time.
Edit lists, at the bottom of the Saved Lists menu, opens a window with every list under its collection. Each row has Edit filters (opens the list with the Filters panel ready), Who sees it (sharing, for owners and admins), arrows to move the list up or down, a pencil to change its details, and a bin to delete it. Click a list's name to rename it in place: type the new name and press Enter. The bin deletes the list at once, and a message, Deleted and the list's name with No contacts were changed, offers Undo for 10 seconds. Undo brings back the same list with the same sharing. A list that was shared with you shows Only an owner or admin can change this instead. To move a list to another collection, or back to Ungrouped, use the pencil and change Collection.
Lists you start with
The first time you open Contacts with no saved lists at all, Yapii gives you six to start with, in a collection called Starter lists:
| List | Who is on it |
|---|---|
| My leads | Contacts assigned to you |
| Opted in | Contacts who agreed to calls and texts from Claire |
| Opted out | Contacts who asked not to be called or texted |
| Not contacted in 90+ days | Going cold: nobody has reached out in three months |
| Sellers | Contacts marked as sellers |
| Buyers | Contacts marked as buyers |
They are your own lists, so you can rename, change or delete them like any other. Yapii adds them only once. A list you delete does not come back, and if you already had lists of your own, nothing is added.
Getting a list by email
You can have a saved list emailed to you on the days and at the hour you choose, for example the leads who have not opted in, every Monday at 8 AM. Open Settings, then Notifications, then the Channels tab, and find Email me a saved list:
- Choose one of your saved lists under Choose a saved list....
- Tick the days you want it.
- Pick the hour, in your workspace's time zone.
- Press Add reminder.
On each chosen day you get one email, with the subject "N contacts on your list" and the list's name. It names up to 25 of the people on the list that day, with a phone number or email for each, says how many more there are, and links to Contacts. Nothing is sent to the contacts themselves. Each reminder has a switch to pause it and a button to remove it.
Sharing a list with your team
If you're the workspace owner or an admin, a Share link sits in that same bar. Click it to choose who gets the list. Once anyone has it, the link reads Shared instead.
You are sharing the filters, not the contacts
This is the one thing people get wrong. Sharing a list gives other people its conditions, not the people currently in it. Everyone who opens it sees only the contacts they could already see that match those conditions.
So two people can open the same shared list and correctly see different rows and different totals. That is the feature working, not a sync problem. If a teammate says a shared list looks empty, they can probably see none of the contacts in it.
In the dialog:
- Everyone in the workspace gives it to the whole team. Tick it and the other choices go away, because they would add nothing.
- Teams shares it with a whole team at once.
- People shares it with the people you tick, one at a time.
- Owner hands the list itself to somebody else. The person you pick becomes its owner.
If the list is in a collection, you also choose the scope at the top:
- This list only.
- The whole collection, which includes lists added to that collection later. Use this when the collection is the thing the team works from, so a new list you add to it is shared without you having to remember.
Click Save and the sharing takes effect right away.
A quicker way for owners and admins is to tick Share with my team when you save a new list. It gives the list to everyone in the workspace.
What it looks like to the person you shared with
The list turns up in their Saved Lists menu, under Shared with the team. When they open it, the bar under the title says Shared with you. Only an owner or admin can change it, and there is no Edit link, so they can't rename it or move its filters from under you.
To stop sharing, open the dialog again and untick whoever should no longer have it.