Lists Management - FAQs
Getting Started & Navigation
Q1: How do I access the Contact List Management feature in Smart360?
A: To access the contact list management feature:
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/communication/lists
Q2: What is the purpose of the Contact List Management system?
A: The Contact List Management system provides a centralized way to:
- Create and organize different types of contact lists for various operational needs
- Segment contacts based on specific criteria (location, usage patterns, service requirements)
- Maintain both static lists (manually managed) and dynamic lists (automatically updated)
- Tag and categorize contacts for easy discovery and reuse across departments
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/communication/lists
Q3: Which user roles can manage contact lists?
A: Contact list management is available to several user roles:
- Utility Administrator: Full access to create, organize, and maintain lists for all departments
- CSO Manager: Create customer service-focused lists for targeted communications
- Billing Manager: Manage usage-based customer segments for billing communications
- Meter Manager: Organize contacts by service zone and technical requirements
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/communication/lists
Understanding List Types & Contact Categories
Q4: What's the difference between Static and Dynamic lists?
A:
- Static Lists: Manually selected contacts that require manual updates when you want to add or remove contacts
- Dynamic Lists: Rule-based lists that automatically update when contact attributes change based on your filter criteria
- Use Static for: Fixed groups like "Emergency Response Team" or "Key Account Contacts"
- Use Dynamic for: Changing groups like "High Usage Consumers" or "North Zone Active Customers"
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/communication/lists
Q5: What are the three contact types available in Smart360?
A: Smart360 supports three main contact types:
- Consumers: Residential utility customers with account information, usage patterns, and billing status
- Technicians: Field service staff and contractors with skills, service areas, and availability data
- Business Users: Commercial and industrial customers with business account information and service levels
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/communication/lists
Q6: How do Dynamic lists automatically update?
A: Dynamic lists automatically update when:
- Contact attributes change in the system (e.g., a customer's usage increases above your filter threshold)
- New contacts are added that match your filter criteria
- Existing contacts no longer meet the filter criteria and are automatically removed
- The system processes these updates in real-time to keep your lists current
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/communication/lists
Creating New Contact Lists
Q7: How do I create a new contact list?
A: To create a new contact list:
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/communication/lists
Q8: What information is required when creating a new list?
A: Required information for list creation includes:
- Contact Type: Must select Consumers, Technicians, or Business Users
- List Name: Must be unique within the system
- Description: Detailed explanation of the list's purpose
- List Type: Static or Dynamic selection
- Filters (for Dynamic lists): At least one filter criteria must be set
- Tags: Recommended for organization (comma-separated, lowercase, hyphenated format)
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/communication/lists
Q9: How do I add filters when creating a Dynamic list?
A: To add filters for Dynamic lists:
- In Step 2 of list creation, select "Dynamic List" option
- Click "Add Filter" button to open filter options
- Choose from available filters: Zone, Area, Premise, Status, Usage, Skills, or Business Type
- Select specific values
- Add multiple filters to create precise contact segments
- Preview the results to verify your filter criteria before proceeding
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/communication/lists
Q10: What are the best practices for naming and tagging lists?
A: Best practices for list organization:
- Naming: Use descriptive names like "High Usage Consumers" or "North Zone Emergency Contacts"
- Tags: Use comma-separated, lowercase, hyphenated format (e.g., "monthly-billing, high-usage")
- Purpose-based tags: "emergency", "billing", "outreach", "field-team"
- Location tags: "north-zone", "downtown", "residential"
- Keep names unique: System requires unique list names to avoid confusion
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/communication/lists
Managing Existing Lists
Q11: How do I find and search for existing contact lists?
A: To find existing lists:
- Use the search field at the top of the Lists page to search by list name
- Use the filter button to narrow down lists by contact type
- Search by tags to find lists with specific purposes or categories
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/communication/lists
Q12: What actions can I perform on existing lists?
A: Available actions for existing lists include:
- Download: Export list data using the download icon
- Edit: Modify list details, description, tags, or filter criteria using the edit icon
- Delete: Remove lists using the trash icon (with validation for lists in active workflows)
- View Details: Click on list name to see full details and contact preview
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/communication/lists
Q13: How do I edit an existing contact list?
A: To edit an existing list:
- Locate the list using search or browsing
- Click the edit icon in the Actions column
- Modify any details: name, description, tags, or filter criteria
- For Dynamic lists: Add, remove, or modify filter conditions
- For Static lists: Manually add or remove specific contacts
- Review changes in the preview section
- Save changes to update the list
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/communication/lists
Q14: Can I delete a contact list that's being used in workflows?
A: Deletion rules for active lists:
- The system will display a warning if you try to delete a list used in active workflows
- Warning message: "This list is used in active workflows. Deleting it may affect those workflows."
- You must first remove the list from active workflows before deletion
- Consider editing the list instead of deleting if it's actively used
- Check with other departments before deleting shared lists
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/communication/lists
Filters & Contact Segmentation
Q15: What filter options are available for different contact types?
A: Filter options by contact type:
- All Contact Types: Zone , Area ,
- Consumers: Usage levels (Low <500 kWh, Medium 500-1000 kWh, High >1000 kWh), Premise types (Single Family, Apartment, Condo)
- Technicians: Skills (Electric, Water, Gas, General Maintenance, Emergency Response)
- Business Users: Business Types (Retail, Office, Industrial, Government, Non-profit), Premise types (Office, Retail, Factory)
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/communication/lists
Q17: How do I preview contacts before finalizing a list?
A: Contact preview functionality:
- During list creation, Step 2 shows a preview of contacts matching your criteria
- The preview displays contact names, types, and key attributes
- Total contact count is shown at the bottom of the preview
- For Dynamic lists, preview updates automatically as you add or modify filters
- Use preview to verify you're targeting the right audience before list creation
- If no contacts match, adjust filter criteria before proceeding
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/communication/lists
List Organization & Best Practices
Q18: How should I organize lists for different departments?
A: Department-specific organization strategies:
- Billing Department: Use tags like "billing", "payment-reminders", "high-usage" for usage-based lists
- Field Operations: Use tags like "field-team", "emergency", "zone-based" for location-based lists
- Customer Service: Use tags like "outreach", "service-updates", "key-accounts" for communication lists
- Maintenance: Use tags like "technicians", "skills-based", "emergency-response" for staff coordination
- Create consistent naming conventions within each department
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/communication/lists
Q19: What are the advantages of using Dynamic lists over Static lists?
A: Dynamic list advantages:
- Automatic Updates: Lists stay current without manual intervention
- Time Savings: Eliminates need for regular manual list maintenance
- Accuracy: Reduces errors from outdated contact information
- Consistency: Ensures same criteria are applied consistently over time
- Scalability: Handles growing contact databases without additional effort
- Best for: Usage-based segments, location-based targeting, status-dependent communications
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/communication/lists
Import/Export & Data Management
Q21: How do I import contacts from external sources?
A: To import contacts:
- Click the "Import" button on the Lists page
- Prepare your file in compatible format (typically CSV or Excel)
- Ensure your file includes required fields: name, contact information, and relevant attributes
- Map your file columns to Smart360 contact fields during import
- Verify import success by checking the contact count after completion
- Review imported contacts for data accuracy and completeness
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/communication/lists
Q22: How do I export contact list data for external use?
A: To export list data:
- Locate the desired list in your Lists view
- Click the download icon in the Actions column for that list
- Select your preferred export format when prompted
- The exported file will include all contact information and attributes for that list
- Use exported data for external analysis, backup, or integration with other systems
- Ensure data privacy compliance when sharing exported contact information
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/communication/lists
Q23: What happens when I modify filter criteria for an existing Dynamic list?
A: When modifying Dynamic list filters:
- The system automatically recalculates which contacts match the new criteria
- Contacts that no longer match are automatically removed from the list
- New contacts that match the updated criteria are automatically added
- The contact count updates to reflect the new total
- Changes are recorded with your user ID and timestamp for audit purposes
- Any active workflows using this list will use the updated contact set
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/communication/lists
Troubleshooting & Error Handling
Q24: Why am I getting a "List name already exists" error?
A: To resolve naming conflicts:
- Choose a unique name that doesn't conflict with existing lists
- Add descriptive qualifiers like department, date, or purpose (e.g., "High Usage Consumers - Billing Q1 2025")
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/communication/lists
Q25: What should I do if my filter criteria return no contacts?
A: When filters return zero contacts:
- Review your filter criteria for accuracy - check spelling and available options
- Broaden your criteria by removing restrictive filters one at a time
- Verify that contacts exist in the system with the attributes you're filtering for
- Check if the contact type selection matches your intended audience
- Consider using "is not in" logic if you're trying to exclude rather than include
- Contact your administrator if expected contacts seem to be missing from the system
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/communication/lists
Advanced Features & Integration
Q27: How do contact lists integrate with messaging and workflows?
A: Integration with other Smart360 features:
- Bulk Messaging: Select contact lists directly from the recipient dropdown
- Workflows: Use lists to target specific audiences for automated communications
- Campaign Management: Leverage lists for targeted marketing and service campaigns
- Lists appear automatically in other modules once created, enabling seamless workflow integration
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/communication/lists
Q28: Can I see who created or modified a contact list?
A: List accountability tracking:
- Each list displays "Created By" information showing the original creator
- "Modified By" shows who made the most recent changes
- "Updated By" tracks the last user to modify the list
- Creation and modification dates are recorded for audit purposes
- This information helps with coordination and accountability across departments
- Contact administrators for detailed audit logs if needed for compliance purposes
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/communication/lists
Q29: How do I handle large contact lists efficiently?
A: Managing large contact lists:
- Use Dynamic lists for large, frequently changing contact groups
- Implement precise filter criteria to keep lists focused and manageable
- Use appropriate tags for easy discovery without browsing large lists
- Consider breaking very large lists into smaller, purpose-specific segments
- Regularly review and clean up unused lists to maintain system performance
- Export large lists for external analysis rather than viewing all contacts in the interface
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/communication/lists
Q30: What are the best practices for collaborating on contact lists across departments?
A: Cross-departmental collaboration:
- Use clear, descriptive naming conventions that indicate purpose and ownership
- Add comprehensive descriptions explaining list criteria and intended use
- Use standardized tagging system across departments for consistency
- Communicate with other departments before modifying shared lists
- Create department-specific lists rather than modifying organization-wide lists
- Use "All Lists" view to discover existing lists before creating duplicates
- Document any special filter criteria or business rules used in list descriptions
- Coordinate timing of list changes with active campaigns or workflows
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/communication/lists
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