SugarCRM SupportProduct GuidesSugar Versions10.010.0 ProfessionalSugar Professional 10.0 Application GuideTarget Lists

Target Lists

Overview

Target lists are used by Sugar's Campaigns module as collections of individuals or organizations you want to include or exclude in a campaign. Each campaign may relate to several target lists, and each target list can relate to any number and combination of targets, contacts, leads, users, and accounts. In turn, each of these records can be a part of multiple target lists, each of which may represent a grouping of recipients based on relevant criteria such as age group, geographical location, or industry.

This documentation will cover information and actions specific to the Target Lists module.

  • For instructions concerning views and actions which are common across most Sugar modules, such as creating, editing, and deleting target lists, please refer to the Working With Target Lists section of this page.
  • For instructions on how to send an email campaign to a target list, please refer to the Campaigns documentation as well as the Creating a Campaign and other campaign-related articles in our Knowledge Base.

Please note that you will only be able to see target list records as allowed by your team membership, user access type, and assigned roles. For more information on teams and roles, please refer to the Team Management and Role Management documentation in the Administration Guide.

Target Lists Fields

The Target Lists module contains a number of stock fields, which come out-of-the-box with Sugar. The definitions below are suggested meanings for the fields, but the fields can be leveraged differently to best meet your organization's needs. For information on using and editing various field types, refer to the User Interface documentation. 

Field Description
Assigned To The Sugar user assigned to the target list
Date Created The date the target list record was created
Date Modified The date the target list record was last modified
Description A description or other information about the target list
Name The name or designation of the target list
Tags User-created keywords that can be used to identify records in filters, dashlets, and reports
Note: For more information on creating and using tags, please refer to the Tags documentation.
Teams The Sugar team(s) assigned to the target list
Total Entries The total count of records (contacts, leads, targets, users, and accounts) belonging to a target list. This number will update automatically and cannot be edited manually.
Note: You must refresh the record view page to update the Total Entries field after adding records to the target list.
Type The type of the target list (e.g. default, test, etc.)
Domain Name The name of the domain to exclude from the campaign recipient list (e.g. "example.com"). All email addresses containing the domain name will not receive the campaign email.
Note: This field only displays when "Suppression List - By Domain" is selected for the Type field. 

Target List Types

A target list can specify individuals or organization who need to be included in a campaign or excluded from a campaign depending on the following target list types:

Target List Type Description
Default A list of people who are the primary recipients of the campaign email
Seed A list of people who need to receive the campaign email but not be tracked in the campaign statistics
Note: This list is typically used for internal purposes where the individuals in this group need to approve the campaign before it is launched. The seed list is ignored in the campaign's View Status page.
Suppression List - By Domain A list of people who should be excluded from the campaign email recipient list and whose email addresses share a common domain name, such as "website.com"
Note: Suppression by domain can be used to prevent marketing to entire organizations such as competitors.
Suppression List - By Email Address A list of people who should be excluded from the campaign email recipient list
Note: This list typically consists of people who chose to opt out from receiving your campaign message.
Suppression List - By Id A list of people who should be excluded from a Newsletter-type campaign email recipient list
Note: The "Suppression List - By Id" must be related to the Newsletter campaign in order for the message's opt-out link to function properly.
Test A list of people who receive test email campaigns to make sure that the message's layout is displayed properly before the campaign is finalized and sent to the default list
Note: A campaign may be sent to the test list multiple times by using the Delete Test Entries button on the View Status page between re-sends.

For more information on sending campaigns, please refer to the Campaigns documentation.

Working With Target Lists

The following links will open specific sections of the User Interface documentation where you can read about views and actions that are common across most Sidecar modules. The sections following this Working With Target Lists section describe Target Lists-specific behaviors and functionality. For more information on sending campaigns, please refer to the Campaigns documentation.

Content Link Description
Creating Target Lists
    Basic Target List Creation
    Creating via Subpanels
    Creating via Duplication
The Creating Records section covers the various methods of creating new target list records, including via the Create button in the Target Lists module, via the Target Lists subpanel on campaigns, and via duplication of an existing target list record.
Viewing Target Lists
    Viewing via List View
    Viewing via Record View
    Viewing via Recently Viewed
    Viewing via Preview
The Viewing Records section describes the various methods of viewing target list records, including via the Target Lists list view and record view, the Recently Viewed menu in the Target Lists module tab, and previewing target lists in the right-hand side panel.
Searching for Target Lists
    Global Search
    List View Search
        Creating a Filter
        Saving a Filter
The Searching for Records section provides an introduction to the two searching methods for locating target lists: global search, which searches across all Sugar modules, and list view search, which searches and filters within the Target Lists module.
Target Lists List View
    Total Record Count
    Create Button
    List View Search
    Checkbox Selection
    Mass Actions Menu
    Favorite Designation
    Column Reordering
    Column Resizing
    Column Sorting
    Column Selection
    Preview
    Record Actions Menu
    More Target Lists
    Dashboards
The List View section walks through the many elements of the Target Lists List View layout which contains a filterable list of all target list records in Sugar. While the generic menu options are described in the User Interface sections linked to the left, the options specifically available in the Target Lists list view are described in the List View Mass Actions Menu and List View Record Actions Menu sections of this page. 
Target Lists Record View
    Favorite Designation
    Next or Previous Record
    Actions Menu
    Subpanels
        Related Record Subpanels
        Filtering Subpanels
        Reordering Subpanels
    Dashboards
The Record View section walks through the many elements of the Target Lists Record View layout which contain detailed information about a single target list record. While the generic menu options are described in the User Interface sections linked to the left, the options specifically available in the Target Lists record view are described in the Record View Actions Menu section of this page.
Note: In the Users subpanel on a target list record view, regular users can link or unlink any active user record but can only inline edit their own user record. Administrators can inline edit, link, and unlink any active user record via the Users subpanel.
Editing Target Lists
    Editing Inline via Record View
    Editing via Record View
    Editing Inline via List View
    Mass Editing via List View
The Editing Records section describes the various methods of editing existing target list records, including inline via the Target Lists record view, in full edit mode on the record view, inline via the Target Lists list view, and via the Mass Update option on the list view.
Deleting Target Lists
    Deleting via Record View
    Deleting via List View
    Mass Deleting via List View
The Deleting Records section describes the various methods of deleting unwanted target lists, including via the Target Lists record view, an individual record's Actions menu on the Target Lists list view, and the Mass Actions menu on the list view.
Exporting Target Lists The Exporting Records section provides an introduction to the export functionality which allows you to download a list of target lists and all their data as a .csv file for use outside of Sugar (e.g. in Microsoft Excel).
Merging Target Lists
    Merging via List View
The Merging Records section provides instructions for merging duplicate target lists which will combine field values and related records into a single target list.
Favoriting Target Lists
    Favoriting via List View
    Favoriting via Record View
The Favoriting Records section describes the various methods of marking target lists as favorites, including via the Target Lists list view or Target Lists record view. Favoriting a target list allows you to easily access it from list views, dashlets, or the Target Lists module tab.
Sharing Target Lists The Sharing Records section provides instructions for the Share record view option which composes an email with a link to the target list record. If the recipient is logged into Sugar, clicking the link will bring them directly to the target list's record view.

Target Lists Menus

The Target Lists module contains various options and functionality which are available via menus in the module tab, list view, and record view. The following sections present each menu and its options with links to more information about each option in the User Interface documentation or, for Target Lists-specific functionality, within this page.

Module Tab Menus

The Target Lists module tab is typically found by clicking the "More" icon represented by three vertical dots to the right of the module tabs on the navigation bar. The additional modules will appear on the list and you can click "Target Lists" to access the list view. Once the Target Lists tab is visible in the navigation bar, you can click the triangle within the tab to display the Actions, Recently Viewed, and Favorites menus. The Actions menu allows you to perform important actions within the module. The Recently Viewed menu displays the list of target lists you most recently viewed. The Favorites menu displays the list of target lists you most recently marked as favorites.
711-targetlist-tab

The Actions menu allows you to perform the following operations:

Menu Item Description
Create Target List Opens the record view layout to create a new target list
View Target Lists Opens the list view layout to search and display target lists

If you do not see the Target Lists module tab in Sugar, please check the following:

  • The Target Lists module may be marked as hidden in your user preferences, which will prevent it from being displayed. Navigate to your user profile (upper right of Sugar), click the Advanced tab, and check the Layout Options section. If you see the Target Lists module in the Hide Modules list, simply move it to the Display Modules list. For more information on hiding and displaying modules, please refer to the Layout Options section of the Getting Started documentation.
  • The administrator may have disabled the Target Lists module for your entire Sugar instance. Reach out to your Sugar administrator to have the Target Lists module displayed. For more information on displaying and hiding modules throughout Sugar, please refer to the Developer Tools documentation in the Administration Guide.

List View Menus

The Target Lists list view displays all call records and allows for searching and filtering to locate specific target lists. You can view the basic details of each record within the field columns of the list view or click a target list's name to open the record view. To access a module's list view, simply click the module's tab in the navigation bar at the top of any Sugar page.

List View Mass Actions Menu

The Mass Actions menu to the right of the checkbox option in the list header allows you to perform mass actions on all currently selected records. You can use the checkbox on each record's row to select individual target list records or click the checkbox in the list header to select all records displayed in the current set of list view results.
711-mass-actions

The Mass Actions menu allows you to perform the following operations:

Menu Item Description
Mass Update Mass update one or more target lists at a time
Merge Merge two or more duplicate target lists
Delete Delete one or more target lists at a time
Export Export one or more target lists to a CSV file 

List View Record Actions Menu

The Record Actions menu to the far right of each record's row allows you to perform actions on the individual target list directly from the list view.
711-lv-actions

The list view's Record Actions menu allows you to perform the following operations:

Menu Item Description
Preview (Eye icon) Preview this target list in the intelligence pane
Edit Edit this target list
Delete Delete this target list

Record View Actions Menu

The Target Lists record view displays a single target list in full detail including its fields and subpanels of related records. To access a target list's record view, simply click a hyperlinked target list name from anywhere within Sugar. The record view's Actions menu appears on the top right of the page and allows you to perform various operations on the current record.
100-TL-actions
The Actions menu allow you to perform the following operations:

Menu Item Description
Edit Edit this target list
Share Share a link to this target list via email
Export Export the members (i.e. contacts, leads, targets, users, and accounts) of this target list to a .csv file
Copy Duplicate this target list to create a new target list
Delete Delete this target list

Populating Target Lists

A target list consists of a group of individuals or organizations (e.g. targets, contacts, accounts, etc.) you wish to be included or excluded from a mass marketing campaign. These targets are typically identified based on a set of predetermined criteria such as being a prospect or existing customer, age group, industry, etc. There are various ways to populate a target list in Sugar including using the Add to Target List option from a module's list view, selecting records from the subpanel in the Target Lists record view, etc. You can use the Select All feature in the module's list view when adding to a target list, which will allow you to easily select the first 1000 records in the result set. If you wish to add more than 1000 records or add a specific group of records to the target list, please use the filter option in the list view search to perform the additions in smaller batches.

Please note that if you have multiple targets with the same email address, Sugar will send the campaign email to only one of the targets, chosen at random. The other email addresses which are considered duplicates will be suppressed even though they are not on the opt-out list.

For more information on sending campaigns, please refer to the Campaigns documentation.

Populating via Individual Selection

The record view of each target list will display the Targets, Contacts, Leads, Users, and Accounts subpanels. Users have the option to select and add the desired targets directly via these subpanels.

The following steps cover populating a target list with contacts via the Target Lists record view as an example:

  1. Navigate to a target list's record view.
  2. Scroll to the Contacts subpanel and choose "Link Existing Record" from the subpanel's Action menu.
  3. Locate and select the desired record from the Search and Select Contacts page.

Once the contacts have been selected, you will see the records within the Contacts subpanel of your target list's record view.

Populating via Reports

The record view of each target list will display the Targets, Contacts, Leads, Users, and Accounts subpanels. You can select and add the desired targets from an existing report directly to the target list via these subpanels.

The following steps cover populating a target list by selecting a report based on the Leads module as an example:

  1. Navigate to a target list's record view.
  2. Scroll to the Leads subpanel and choose "Select from Reports" from the subpanel's Action menu.
    100-select-from-reports
  3. Reports based on the Leads module will display on the Search and Select Reports page. Select the report you wish to add to the target list by clicking the radio button to the left of the report's name.
    TargetLists SelectReports 7.7

Once the report has been selected, the lead records from the report results will display in the Leads subpanel. To add more records to the target list, simply use the Select from Reports option again and choose a different report.

Populating via Module List View

You can select records directly from the Accounts, Contacts, Leads, and Targets list views to add them to a target list.
The following steps cover populating a target list by selecting records from the Accounts list view as an example:

  1. Navigate to the Accounts list view by clicking the Accounts module tab.
  2. Use the List View Search to find the Account record(s) you wish to add.
  3. Select the desired account record(s) then choose "Add to Target List" from the Actions menu.
    100-addtolist-via-lv
  4. The Add To Target List panel will appear below the search bar. Search and select the desired target list from the dropdown list or create a new target list by clicking "Create new target list".
    • If creating a new target list, enter appropriate values for the fields in the record view layout. All required fields will indicate "Required" in the field and must be completed prior to saving.
    100-addtolist-panel
  5. Once the appropriate target list is selected or created, click "Update" to add the account records to the target list.

The selected account records will appear in the Accounts subpanel of the target list record.

Populating via Importing Targets

The Target Lists module does not have an import option, but you can import targets via the Targets module. While performing the import, users have the option to add the targets to a target list. For more information on how to import records into Sugar, please refer to the Import documentation.
Use the following steps to populate a new or existing target list with newly imported targets:

  1. Click the triangle in the Targets module tab and select "Import Targets".
  2. In Step 1, select the source of the data you are importing. Click "Next".
  3. In Step 2, select the import file and choose "Create new records only". Click "Next".
  4. In Step 3, confirm the import file properties. Click "Next".
  5. In Step 4, confirm the field mappings for the import. Click "Next".
  6. On Step 6 of the import process, click the Add to Target List button.
    Import_Targets_Add_To_Target_List
  7. A popup window will open with the option to select an existing target list or create a new target list.
    • If adding to an existing target list, search and select the desired target list from the window.
    • If creating a new target list, enter appropriate values for the fields in the record view layout. All required fields will indicate "Required" in the field and must be completed prior to saving.
    TargetLists_TargetListsSearch

Once the appropriate target list is selected or created, the newly imported targets will appear in the Targets subpanel of the target list record.

Exporting Target List Members

In addition to exporting target list records from the Target Lists list view, Sugar allows you to export the members of a target list from the Target Lists record view. This allows users to download all fields for the members of the selected target list to their computers in a CSV format.
Use the following steps to export the members of a target list via the target lists record view:

  1. Navigate to a target list's record view.
  2. Click the Actions menu and select "Export".
    100-TL-export

Please note that your ability to export target list members from Sugar may be restricted by a role. For more information on roles, please refer to the Role Management documentation in the Administration Guide. Check with your system administrator if you do not see the Export option. 

Last modified: 2020-03-27 21:23:04