List Automations using Rules-Based List


Written by: Sheryll Chua

Common use-cases for rules-based list

A rule-based list is a great way to build a list of contacts based on conditions. Rules based lists are created via a set of triggers or filters.

A rule-based list can be used:

  • to build lists of contacts already in SharpSpring
  • to build lists based on conditions like AND and OR
  • to filter out specific people in SharpSpring based on rules
  • to add or remove members of the list automatically when the lead no longer meets the list criteria.

How to create rules for a rules-based list

  1. Add a new list and choose Rules-based as list type.
  2. After clicking Create List button, you will directed to the List Settings
  3. Choose between Dynamic or Static
    • Static lists (Build only once with current contacts) are lists you can apply rules to, but build only one time. They do not proactively listen for further changes and apply leads as they meet your criteria.
    • Dynamic lists are lists that will keep adding leads as they fulfill the criteria you have specified. Additionally, there is a toggle to apply changes to the contacts already in your database. If this toggle is off, dynamic lists will start off empty and only apply leads as they meet your criteria going forward. If this toggle is on, it will apply the rules to existing contacts as well as those in the future.
  4. Set your Triggers and Filters
    • The easiest way to explain the difference between triggers and filters is to think about the action needed for something to happen. If we want to add people to the list, when will those people be added (trigger) and who should be added (filter).
    • For example, you have a form where you ask to indicate their job title by choosing from a dropdown menu. If you want to create a list of all contacts who filled out the form but only those who selected "CEO" in the dropdown, your rules should be:
      • Trigger: Fill out the form <FORM NAME> at any time
      • Filter: Has the field Title with CEO exactly
  5. Select if the rules will apply When all (AND operator) or When any (OR operator) of the conditions are met.
    • If you choose When all, it means the both the trigger AND the filter conditions must be met before the contact is added to the list.
    • If you choose When any, if either one of trigger OR the filter conditions are met, contact will be added to the list.
  6. Click Save Changes.

Note: Lists have a limit of 100 rules per rule group.

List Rule Group

SharpSpring defines "rule group" as the collection of conditions that modifies a trigger or filter.

Certain conditions require more than just a simple combination of triggers and filters.

For example:

  • When your set of triggers and filters require a combination of AND and OR operators. In a single rule group, you can only apply When all or When any, and not a combination of the two.
  • When you have different sets of rules that you want to apply to your list.


The list logic (AND/OR)

There are multiple occasions in SharpSpring where you will see AND and OR conditions. For rule-based list in SharpSpring these conditions are set in the drop-down menu in the header and they are called when any (OR), when all (AND).

When you should use one and when the other depends on your list setup and conditions. If list needs to fulfill all conditions, then you should use AND logic (WHEN ALL), and when you either of conditions needs to be met, then use OR logic (WHEN ANY).

A good example will be if you have a custom field set for the contact which includes 4 options. Out of this 4 options you want to include people on the list who have selected option one OR option two, then we use OR (WHEN ANY) condition.

In case you want to have a specific people in the list, for example, if a person fills in the form AND they need to have project manager score, then you use AND (WHEN ANY) condition.