Contact Filters, Tags and Smart Lists

1. From the Ivorey™ main menu, go to Contacts > and click on the [Filters] button, in the top left corner

2. Select your preferred option/s from the filter list
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   ​Note: The Client Portal > Product filter applies only to your course products. Any other products outside of course products does not have a dedicated filter. Tags are the recommended solution for filtering customers who have purchased non-course products. Always apply a tag when someone purchases a product or service.

3. You can combine multiple filters, using the [+ Add Nested Filter] button, to drill down into highly specific segments - this uses AND logic, meaning every condition added here must be true for a contact to be included

4. You can add separate filter groups, using the [+ Add Filter] button, to broaden your results - this uses OR logic, meaning a contact only needs to meet one of the conditions to be included

5. Click [Apply] and the system will display how many records match your criteria

6. Once your filters are configured, click on the [Unsaved Changes] drop-down, in the top right corner:

   1. Select [+ Save as new smart list] to create a dynamic list that automatically updates when contacts meet (or no longer meet) the selected rules

   2. Select [Discard Changes] > and [Discard Changes] again, to remove the filter and return to viewing your full contact list

1. From the Ivorey™ main menu, go to Contacts > click to open the contact’s profile > in the top left corner, next to Tags, click the [+] Add Tag(s) button > and select an existing tag, or type in and create a new tag, then click [apply]

2. For multiple contacts, go to Contacts > select multiple contacts by checking the box by their names > then click the [Add Tags] button on the top toolbar

   1. Enter in an Action Name (e.g. add tag: tag name), in order to identify this action (you can find it by going to the Bulk Actions tab)
      
      Note: some Bulk Actions can be undone, such as restoring deleted contacts. However, adding tags to multiple contacts cannot be undone. You would need to select the contacts > and use the Remove Tags option, or manually remove the tags from each contact.

   2. Under the Tags drop-down, select an existing tag, or type in and create a new tag

   3. Click the Add Tags button, to tag the selected contacts

1. From the Ivorey™ main menu, go to Workflows > and open an existing workflow, or click [+ Create Workflow] > and [+ Start from Scratch]

2. At the top of the page, give your workflow a relevant Name > and click to [+ Add a New Trigger] (e.g. Form Submitted, Customer Booked Appointment, or Order Submitted)

3. Click the [+] button to add an action > and search for and select the [Add Contact Tag] action

   1. Under the Tags drop-down, select an existing tag or type in a new tag > and click [+ Add New Tag]

   2. You can select/add as many tags as you want

   3. Click the [Save Action] button, at the bottom right

4. Make sure your workflow is toggled to [Publish], in the top right corner, > and click the [Save] button

Note: You can also use tags as triggers for workflows. For example, you can create a workflow to stop marketing communications automatically when a contact is tagged as "opt-out".
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Set your workflow's trigger to [Contact Tag] > click [+ Add Filter] > select the [Tag Added] filter > and select the relevant tag. Then, add the appropriate actions, such as Enable DND > for specific channel > email.

We recommend adding contact tags whenever someone:

• Books an appointment - e.g. "booked: calendar name"

• Cancels an appointment - e.g. "cancelled: calendar name"

• Attends an appointment - e.g. "attended: calendar name"

• Buys a product or service - e.g. "purchased: offer name"

• Becomes an affiliate - e.g. "opt in: affiliate campaign name"

• Signs up for a freebie - e.g. "opt in: freebie name"

• Signs up to a newsletter - e.g. "opt in: newsletter"

• Submits an application - e.g. "submitted: application name"

• Submits a contact form - e.g. "submitted: contact form"

• And so on!

1. From the Ivorey™ main menu, go to Settings > Tags > and click the [+ Create category] button, in the top right corner:

   1. Enter the Category name (e.g. Appointments) > optionally add a Description for the category to provide context > and click [Create category]

2. To bulk-add tags to a specific category, select all the tags that are relevant > click [Move to category], in the top right corner > select the category they belong to > and click [Move]

3. (optional) If you’d like all tags in a category to have the same colour:

   1. Select the relevant tags > click [Update color]

   2. Select from the predefined options, or click the 🌈 rainbow icon to open the colour picker > and choose a custom colour that matches your brand
      
      Note: Click the [↕︎] arrows to switch from RGB to HSL or HEX > and paste in your brand’s HEX codes.

   3. Your colour selection is reflected in the Preview area, showing exactly how the tag will appear

   4. Click [Update] to save the changes

4. Alternatively, you can edit an individual tag, to add it to a category or edit its colour:

   1. Find the tag you'd like to update, and click the ✏ pencil icon on the right to edit

   2. You can edit the Tag name if needed
      
      Note: Renaming a tag here won't update its name in any existing filters or Smart Lists, and won't trigger workflows at the time of renaming. However, it will update the tag name in any existing workflow triggers and actions.

   3. Select the Category you want to move the tag to, from the drop-down

   4. (optional) Add a Description to your tag, to give your team more context on what the tag is used for

   5. Select the Tag color of your preference > and view the Preview
      
      Note: Tags that belong to the same category don’t have to share the same tag colour.

   6. Click the [Update] button, to save your changes

5. To manage your tag categories, go to the [Categories] tab:

   1. Click the ✏ pencil icon to edit the category name or description

   2. Click the 🗑 trash icon to delete a category > select which category to Move tags to (if it has tags added to it) > and click [Yes, delete]

Note: Every tag belongs to a category. Tags without an assigned category will sit under No Category, and tags without a selected colour will appear in grey by default. Existing tags will automatically appear this way until you update them.

1. From the Ivorey™ main menu, go into Contacts > and click the [+ Add] button in the top left corner

2. Click the [Filters] button > search for and select the filter you want to use (e.g. Tag)

   1. Define your criteria by selecting a rule from the Is drop-down (e.g. is, is not, is not empty, etc.)

   2. Select a specific option from the Please Select drop-down (e.g. the specific tag)

   3. (optional) Click [+ Add Nested Filter] to filter down further (e.g. filter by the contact tag AND this other filter), or click [+ Add Filter] to add another filter option (e.g. filter by the contact tag OR this other filter)

   4. Click the [Apply] button, at the bottom

3. Give your smart list a relevant Name, at the top > and save by clicking the [Create] button, at the bottom

4. To edit your smart list, select your new smart list tab, at the top of the page > click the [Customise List] button, in the top right corner

   1. Rename your list at the top > and click [Save] at the bottom

   2. Click [Filters] to adjust your filters > and click [Save] at the bottom

   3. Click [Export] to save this list of contacts in a CSV file

   4. (optional) ​If you want your smart list to appear for other users/team members in your account, click [Sharing & Permissions] > select Share with all users or Share with selected users > and select the users > then click the [Share] button

   5. Click [Delete List] > and [Delete] to delete this smart list

5. To manage all of your smart lists, in the top right corner, click the [⋮] three dots next to the [Import] button > click [Manage Smart List]

   1. To reorder your lists, click and drag, using the [≣] drag lines on the left-hand side

   2. To duplicate a list, click the [⧉] copy symbol on the right-hand side > name the copy > and click [Save]

   3. To share a list with one of the users/team members in your account, click the [≣] lines on the right hand side > select either [Share with all users] or select the specific users > and click [Save]

   4. To edit the name of a list, click the [✏] pencil icon on the right-hand side > rename your list > and click [Save]

   5. To delete a list, click the [🗑] trash can icon on the right-hand side > and click [Okay] to confirm

   6. Click [All] at the top left corner, to return to your Contacts page

1. From the main Ivorey™ menu, go to Marketing > Emails > Campaigns > and open an existing email draft or click the [+ New] button > and select [+ Blank] or select a template, to create a new email

2. When you're ready, click the [Send or Schedule] button, in the top right corner > select to [Send Now] or [Schedule] > and complete your sending information

3. Under Recipient (To):

   1. Select [Send to Smart List] > and click the [+] add button to select one or more of your smart lists

      1. Under Advanced Conditions, choose whether or not to send to new contacts added to the list between now and the sending time

   2. Select [Build Segments] > select your smart list > and click [+ Add More] to add additional AND/OR filters for another smart list, a specific tag, a specific contact, or a specific pre-build segment

4. Complete the Additional Settings

5. When you’re ready, click the [Review and Send/Schedule] button, in the top right corner > and click [Confirm and Send/Schedule]

No, contacts aren't added to a smart list manually. They're added automatically based on the filters and conditions you've set. If a contact's details change to match your smart list's filters (e.g. they're given a tag that your filter looks for), they'll be added automatically.

Use the contacts-per-page selector in the bottom right corner of your smart list, and choose 50 or 100 instead of the default 20.