The List Management Utility in Aloware Talk centralizes and organizes list management, making it efficient to handle both public and private lists. Admins are responsible for overseeing these lists, ensuring accuracy, and making updates necessary to support efficient workflows.
Categories of contact lists
Lists in Aloware are categorized based on two key aspects: ownership and accessibility and update behavior. These categories can overlap, as both public lists and personal lists can be either static or dynamic.
Ownership and accountability
Public lists are created and managed by admins. They are shared across the organization, allowing all agents to access them when enabled. They are beneficial for team-wide workflows and campaigns that require a collaborative approach.
Personal lists are created by individual agents, and these are also visible across the organization but are tailored for personal workflows and specific responsibilities of each agent.
List update behavior
Lists can be categorized by their updating mechanism:
Static Lists - these lists do not change unless contacts are manually added or removed. They are ideal for fixed or one-time campaigns where the target audience remains consistent.
Dynamic (Generated) Lists - these lists update automatically based on predefined filters or conditions. They are useful for ongoing campaigns and can adapt as the criteria for inclusion or exclusion change.
Accessing and navigating lists
Locate the sidebar menu on your Aloware Talk dashboard. You can access all your lists - both public and private - in one place without switching between different sections.
Organized table view
Explore the table view
The table view displays all your lists with key details like the list owner. Utilize the columns to get a quick overview of list information.
Sort and filter lists
Click on the column headers to sort lists by attributes like owner or creation date.
Editing list
Editing a contact list allows admins to keep it current by adding or removing contacts as needed.
Admins responsibilities with lists
Admins have specific tasks associated with managing lists:
Initiate list creation
Click on the Create New List button located at the top or side of the List Management Utility.
Enter list details
Name - provide a name for your new list.
Visibility - choose whether the list will be public or private.
Public lists - if the list type is marked as "Public," it can be accessed by multiple users. This is typically used for team-wide campaigns.
Private lists - if the list is "Private," it is restricted to specific users and the owner. This setting is suitable for personal task lists or sensitive information.
Type - choose whether the list will be static or dynamic.
Save the list - Click the "Save" button to create your new list.
If you want to create a list for an upcoming "Winter Campaign," you would name it "Winter Campaign Leads," set the visibility as "Public" or "Private", and select the type as "Static" or "Dynamic" based on your needs.
Importing contacts
Importing contacts provides an option for bulk creation of entries in a list. This process allows for updating information from external sources, ensuring all relevant contacts can be added. For detailed instructions on how to import contact lists, refer to this guide.
Manage list ownership
View who owns each list directly from the table view. In the table view, check the User field to see who owns each list.
Manage list ownership
Reassign ownership by selecting a list and updating the owner information, ensuring it's assigned to the correct team member. Save the changes.
Monitor and adjust lists
Use the search and sort features to keep track of lists used by different teams or for various campaigns. Make necessary adjustments quickly to keep everything organized and accessible. For example, updating list information or reassigning lists to different users.
Organizing lists with folders
Create a new folder
In the list management, click on the Create New Folder button.
Enter a name for your folder that clearly represents its content.
Add lists to folders
Select the lists you want to group into a folder.
Click the three-dot menu and select Move List and select the appropriate folder.
Rename or delete folders
Click the three-dot menu on the folder name in the sidebar menu to rename or delete it as needed.
Configurations for optimal use
Set up user permissions
Ensure you have configured user roles and permissions correctly to control access to private lists, maintaining security and proper access levels.
Organize lists with naming conventions
Use consistent naming conventions and folders to keep lists organized. This makes it easier for everyone to find and manage lists efficiently.