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InterAction+™ AI Answer Center

Working with Lists

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Lists help you organize and manage contacts for activities such as events, outreach, and marketing campaigns. When you open a list, contacts are displayed in a list view that lets you review and work with list data directly. You can answer common list questions in seconds without leaving the page.

Lists help you organize and manage contacts for activities such as events, outreach, data stewardship, and marketing campaigns.

When you open a list, contacts are displayed in a grid where you can review list data, sort and filter contacts, customize columns, export results, and take available actions. This helps you answer common list questions without leaving the page or creating a separate report.

Depending on your permissions, you may also see data management and export options from the Actions menu.

In this article

View and work with lists

To open a list:

  1. Select Lists from the main navigation.
  2. Select the list you want to view.

The list opens in a grid view that shows the contacts on the list and the associated fields available in the current view.

From a list, you can:

  • Review contacts on the list.
  • Sort, filter, and group list data.
  • Customize which columns appear in the grid.
  • Export list information.
  • Use available actions, depending on your access rights.

Work with list data in the grid

When you open a list, contacts are displayed in a grid that lets you work with list data directly.

Use the grid to:

  • Review contact information.
  • Compare values across contacts.
  • Narrow the list with filters.
  • Sort or group records.
  • Adjust columns to show the information you need.
  • Prepare a filtered view for export or sharing.

Your grid preferences are saved automatically and reused the next time you open the list.

Customize columns

You can choose which fields appear in the list grid.

To customize columns:

  1. Open a list.
  2. Select the Columns dropdown above the list.
  4. Choose up to 15 fields to display.
  5. Select Apply.

  6. Drag columns to reorder them.

  7. Resize columns as needed.

Expanded fields may include:

  • Goes by
  • Mailing Address
  • Global Additional Fields
  • Added By
  • Date Added

Your column selections are saved automatically.

Sort and group list data

Use sorting and grouping to organize list data before reviewing, exporting, or taking action.

Option How to use it Why use it
Sort Select a column header to sort results in ascending or descending order. Helps you quickly organize the list by a specific field.
Group Drag a column header to the grouping area, when grouping is available. Helps you organize contacts by shared values, such as list-specific fields or other visible columns.

Grouping options may vary depending on the list context.

Filter list data

You can filter list data directly in the grid to focus on specific contacts.

To filter list data:

  1. Select the three-dot menu on a column header.
  2. Choose filter options based on the field type.
  3. Apply the filter.

Common filter types include:

Field type Example filter options
Text fields Contains, equals
Date fields Date picker options
Numeric or currency fields Greater than, less than
List or yes/no fields Selected values or blank values

You can apply multiple filters at the same time. Filters stack, allowing you to narrow results progressively.

Filter lists with a blank value

You can filter by a blank value for binary fields, such as yes/no fields, and list fields, such as fields with drop-down values.

For example, you may want to find contacts that have not yet responded to an invitation.

To filter a list by a blank value:

  1. Add the additional field you want to track, such as an RSVP field.

    For an RSVP field, a Yes/No field type is recommended.

  2. Save your changes.
  3. Open the list.
  4. Open the column settings.
  5. Add the additional field as a column.

  6. Open the filter options for that column.

  7. Select Blank to display contacts without a value in that field.

Filter by My Contacts not on the list

Use this option when you want to identify contacts from your own contacts that are not already on the selected list.

A screenshot of a web page AI-generated content may be incorrect.

To filter by My Contacts not on the list:

  1. Open the list.

  2. Select Add Contacts to List.

    The Search and Add Person window opens.

  3. Apply the filter for My Contacts not on the list.
  4. Review the results.
  5. Select the Export CSV icon to download the results.
  6. Save the CSV file to your preferred location.
  7. Share the CSV file as needed.

Recipients do not need access to InterAction+™ AI to view the downloaded CSV file.

Use Data Management Tools from the Actions menu

Data Management Tools are available from the Actions menu on supported lists, folders, and saved search results.

These tools let data stewards and administrators work directly from the set of contacts they are already reviewing. This reduces the need to navigate to a separate tool, create a separate search, or recreate the same contact population elsewhere.

Tool Use it to Access or setup notes
Find and Replace Find selected values in a list and replace them with the correct value. The person running Find and Replace needs edit rights to the list.
Clean Up Associations Process company associations from a list. No configuration setup is needed.
Find Duplicate Contacts Check for duplicate people or companies directly from a list. The user needs access to view and edit the list.
Find Duplicate Address Review and merge duplicate addresses directly from a list. The user needs access to edit the list.
Advanced Export Launch a guided export from a folder, list, or saved search. The user needs access to the selected contacts, fields, and related data.

Use Find and Replace from a list

Use Find and Replace when a group of contacts contains the same value that needs to be corrected or standardized.

To use Find and Replace:

  1. Open the list.
  2. Select Actions.
  3. Select Find and Replace.
  4. In the left-hand flyout, choose the field to update.
  5. Enter the find value.
  6. Select the match criteria.
  7. Enter the replacement value.
  8. Select Find.
  9. Select the rows to update.
  10. Select Replace Value.

Use Clean Up Associations from a list

Use Clean Up Associations to process company associations from a list.

Keeping contacts associated to the correct company helps improve list quality and supports marketing and business development work that depends on accurate company relationships.

To use Clean Up Associations:

  1. Open the list.
  2. Select Actions.
  3. Select Clean Up Associations.
  4. Select the cleanup method:
    • Typical
    • Full Interactive
    • No User Interaction
  5. Select the contacts to process:
    • Unassociated
    • Associated
    • Both
  6. Select Advanced Options to choose how to match, prompt, or skip data.
  7. Select Run Cleanup.

Use Find Duplicate Contacts from a list

Use Find Duplicate Contacts to check for duplicate people or company contacts directly from a list.

To use Find Duplicate Contacts:

  1. Open the list.
  2. Select Actions.
  3. Select Find Duplicate Contacts.
  4. Choose People or Companies.

  5. Choose how you want to group results.

    The results update in the grid as you select options.

  6. Select the contact to keep.
  7. Select Next.
  8. In the Review and Assign Information window, choose which information to keep.
  9. Select Merge and Confirm.

Use Find Duplicate Address from a list

Use Find Duplicate Address to review and merge duplicate addresses directly from a list.

To use Find Duplicate Address:

  1. Open the list.
  2. Select Actions.
  3. Select Find Duplicate Address.
  4. Choose the address matching criteria.
  5. Add the Duplicate Address column to the grouping bar.
  6. Select the record that has a duplicate address.
  7. Review the possible duplicate address in the flyout.
  8. Select the address versions you want to merge.
  9. Select Next.
  10. Select Merge.

Export lists

You can export list data as a CSV file. You can also use Advanced Export when you need a guided export workflow with reusable templates, field selection, filters, and related data.

Export option Use it when
Export CSV You need a quick CSV of the data visible in the current list view.
Advanced Export You need a reusable export that can include selected fields, filters, related data, and a saved export definition.

Export a list as a CSV file

To export a list as a CSV file:

  1. Open a list.
  2. Apply any filters, sorting, or column selections you want to include.
  3. Select Actions above the list.
  4. Select Export CSV.
  5. Download the CSV file.

Only the data visible in your current list view is included in the exported CSV file.

After downloading the file:

  • Save it to your preferred location.
  • Share the CSV file as needed.

Recipients do not need access to InterAction+™ AI to view the CSV file.

Use Advanced Export

Advanced Export can be launched from a folder, list, or saved search.

To use Advanced Export:

  1. Open a folder, list, or saved search.
  2. Select Actions.
  3. Select Advanced Export.
  4. Select a saved template, or choose Create New Template to define a new export.
  5. Choose fields from the available categories.
  6. Arrange and format the export columns.
  7. Enter an export name and reusable template name.
  8. Select Run Export.
  9. Confirm that the status is Ready.
  10. If errors are reported, review the status file, correct the data, and rerun the export before downloading the CSV.

Mark a list as a favorite

Mark a list as a favorite when you want faster access to a list you use often.

To mark a list as a favorite:

  1. Go to Lists.
  2. Locate the list you want to favorite.
  3. Select the star next to the list.

The list appears on the Favorites tab.

Share a filtered list view

You can share a filtered view of a working list or marketing list.

To share a filtered view:

  1. Open the list.
  2. Sort and filter the list as you want the recipient to see it.
  3. Select the option to copy or email the current view.

If the recipient has access to the list, the link opens the same filtered view. If the recipient does not have access, they will see an error message.

Administrator notes

If your firm uses list templates, new lists may be created using predefined configurations. Templates help standardize list structure, fields, and permissions.

For more information, see Creating List Templates..

Depending on permissions, administrators or folder class managers may also have access to additional list and folder bulk actions, such as:

Bulk action Purpose
Add to Favorites Add folders or lists to favorites for user groups.
Update Data Management Owner Change the user or group assigned to DCM tickets that originate from selected folders or lists.
Update Folder Type Change the folder type for selected folders or lists.

Available actions depend on the list, folder class, and the user’s permissions.

Troubleshooting

I don’t see grid filtering or column options

  • Your environment may not be upgraded yet.
  • Your firm may be rolling out features in phases.
  • Contact your administrator if grid options are unavailable.

I don’t see a Data Management Tool in the Actions menu

  • Confirm that you are viewing a supported folder, list, or saved search result.
  • Confirm that you have the required list access or edit rights.
  • Contact your administrator if you believe the action should be available.

My filters return no results

  • Review active filters.
  • Remember that multiple filters stack and may exclude all records.
  • Clear filters and reapply them one at a time.