List Builder — Overview

The List Builder lets you segment your database of People or Organisations using flexible rules and criteria, then act on the results — reporting, CSV exports, Documents mail merge, bulk updates, event/RSVP filtering and more. Lists power your outbound communications and ad-hoc reporting across SwiftFox.

What the List Builder does

• Segments Contacts (People or Organisations) using rules, criteria and AND/OR logic.
• Powers Emails, Texts and Calls by supplying targeted audiences.
• Builds event invite, attendee and non-response lists by filtering on event name and RSVP status.
• Produces ad-hoc reports, including CSV exports with the columns you choose.
• Feeds Documents mail merge to generate a personalised PDF per contact.
• Supports bulk maintenance — bulk update custom fields, add people to an organisation, and add to or exclude from existing lists.

Where it sits

Open Lists from the left-hand menu. You will see a table of your lists with key details and quick actions (view, clone, pin, move, convert, set as base list, delete). You can search and filter, switch between All lists and Folders, change the scope (for example Global) with the scope selector, open a list to review its results, or click Create list to build a new one. The dropdown beside Create list also offers Create folder.

List types

There are two kinds of list, and the difference matters for how results behave over time:

• Live list — updates automatically as contact data changes and criteria are met or no longer met. Use a live list when you want an always-current segment.
• Fixed list — a point-in-time snapshot that does not change. Use a fixed list when you need a stable audience, for example the exact recipients of an email campaign. You can convert a live list into a fixed list at any time.

How a list is built

Every list is created in four stages, each covered in detail in its own guide:

1. List Details — name the list; choose People, Organisations or Roles; set the list type; and choose which Circles can view it.
2. Conditions (titled Search Criteria) — build Rules and Criteria using And/Or logic to define who is included.
3. Results — review the matching records, choose which columns to show, and confirm the count.
4. Actions — act on the results: save as a new or fixed list, add to / exclude from an existing list, export to CSV, generate documents, run reports, update custom fields, add people to an organisation, create an email campaign, call list or visit list, or create a Meta audience.

Related capabilities

• Emails, Text messages and calls — lists provide the targeted audiences for outbound communications.
• Events — filter by event name and RSVP status to build invitee, attendee or non-response lists.
• Forms (forms, surveys and petitions) — build lists of contacts who have or have not completed specific forms.
• Finance (Subscriptions and Receipts) — segment by membership and payment details.
• Organisation connections — target contacts by their current organisation, position, category type, industry or region.
• Documents — generate personalised PDFs for list members using uploaded templates with SwiftFox mail merge fields.