Whether you’re a non-profit that has a relationship with other organizations or tends to deal directly with individuals, your focus is still on people. With Smart Lists, you can organize your contacts in the way that makes most sense for you.
When you create a Smart List, you can get deeper insights into your Contacts with a dynamic list that adapts to your changing data. Create a Smart List once, and always have a custom contact list at hand.
Types of Smart Lists
There are two different kinds of Smart Lists that you can create in the Analytics tool: Quick Lists and Custom Smart Lists. This article will give you an overview of how to create both types of lists and why you may prefer to create a Quick List over a custom Smart List, or vice versa.
Quick Lists are pre-set filters made available for you based on feedback from our clients on the types of information they need access most often. Quick Lists predetermine the type of information you will pull from your CRM, but you still have the ability to customize the variables (e.g. Start/End date, Donation Amount, etc.).
Custom Smart Lists have no pre-set filters. You have full control over the criteria of your list.
Both lists share the benefit of automatically refreshing to include new contacts that meet their criteria.
Creating a Smart List
Setting up a Smart List in Analytics is quick and easy.
1. Navigate to Analytics in the left sidebar. Click on the "+" button to the right of the sidebar title or select the "+ Smart List" button to create a new Smart List.
You will be prompted to choose between a preset filter (Quick List) or creating a Custom Smart List.
In this example, we’ll go over creating a Custom Smart List.
2. After selecting the custom option, click on the Add button. Select the name of your Custom Smart List, the resources you'd like to pull your information from, and describe the list for other team members that may come across it.
3. Now, to add your filter(s), begin typing the desired data by which you want to filter.
4. After choosing your filter, you can set its parameters. There are four options to choose from. Our examples are related to donations by impact area, or donors who have made donations with an impact area.
a) Is known: This option returns contacts who have information in your field of interest. All donors who have made a donation with a donation type are included and will appear in this list.
b) Is unknown: This option returns contacts who do not have information in your field of interest. All donors who have made a donation for which a donation type is not included will appear in this list.
c) Is known and matches: This option returns contacts who have information in your field of interest that matches your criteria. For donations by impact area, select the donation type you wish to filter by, and contacts that have made this type of donation will be included.
d) Does not match: This option returns contacts who have information in your field of interest that does not match your criteria. For donations by impact area, select the donation type you wish to filter by, and contacts that have made any other type of donation will be included.
5. Click the ‘Add’ button to complete your custom Smart List. A list of all contacts that match the selected criteria will appear.
Using Smart Lists
Smart Lists will update themselves automatically whenever records meet the criteria you've set using your filters. That means you can set up your Smart List once, then go back to it any time you need the most current and up-to-date information.
For example, if you've created a list with a filter for "donors who made at least one recurring donation", whenever a new recurring donation record is created in Keela, that donor will be added to your list automatically!
Exporting Smart List Data
To export data from your Smart Lists, click the Gear icon in the upper right corner of your list. From there, you will see options to export various types of data associated with your list in a CSV format:
Once you choose one of the options, you can select the specific fields you want to export (or just choose "All fields" to export everything):