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Business Systems Group Information Services and Systems

Using Marketing Lists in CRM

Business Systems GroupInformation Services and Systems

User Guide

Using CRM 3.5

Document CRM User Guide – Using Marketing Lists in CRMVersion Version 1.0Authors Robert Martin & David BrooksbankDate December 23rd 2008

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This document is a guide to creating and editing Marketing Lists in CRM.In conjunction with the Mailmerge and Event Management documents, it will show you how to find people and companies in CRM so you can effectively market to them using CRM’s marketing functionality.

Marketing Lists are shareable with other CRM users, and can be as generic or as specific as you require them to be. One of the benefits of keeping as much information on a contact or Lead is that it makes it much easier to build high quality Marketing Lists.

A marketing list is a collection of Contacts, Leads or Accounts that can be added to a Campaign or Event so that all Activities used to promote that Event always go to the same group of people. If a Marketing List comprises of Accounts, any emails or letters will be addressed to the Primary Contact of that Account.

For how to add Marketing Lists to an Event please refer to the training document Event Management.

Thank You.

BSG Team.

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Creating a Marketing List

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Marketing Lists can be added from within Marketing or Business Centre. Click on the Link on to ‘Marketing Lists’, then click ‘New’.

The Screen below will now appear. Give the Marketing List a name, and choose the member type (Lead, Contact, etc.)

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Enter anymore information as above, and then click ‘Save’.

The menu options on the left will now become visible allowing you to add members to the Marketing List and attach it to Campaigns and Events.

To add members to the Marketing List, click ‘Manage Members’.

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Managing Members

Adding people to Marketing Lists can be done one of three ways by CRM users; from the record itself, via Advanced Find or by using the Lookup facility. You can use any combination of these methods to manage the members of a Marketing List.

All three methods are covered in this document.

Note: Contacts or Leads can be added to a Marketing List when uploaded by ISAS, but this will need specifying when the data is submitted to ISAS.

After Clicking on ‘Manage Members’ (see previous image) you will be presented with the following dialogue which allows you to choose which method you want to use to add members to your Marketing List.

We’ll look at using Lookup first. Click on ‘Use Lookup…’ below. Then click ‘OK’

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Using Lookup/Search to add records to a Marketing List

Once you’ve followed the previous steps, you’ll be presented with the Look Up records screen.

To add a record to the marketing list, type the name you’re looking for in the Look for: box, then click ‘Find’

Once you have highlighted a record (as above), click on the ‘>>’ button. Repeat the process as required until you’ve added all required records. Click ‘OK’ when you’re finished

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Note: if you know who you’re looking for, enter their name in this format (Smith, John) in the Look for: box then click ‘Find’


You can see below that the record we selected has been added to the Marketing List.

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Adding a record to a Marketing List manually

Adding a record to a Marketing List is very straightforward.

From the view below, highlight any names you want to add to a marketing list, then click on ‘More Actions’, then scroll down to Add to Marketing List.

You’ll see the following screen pop-up. Press ‘Find’.

Note: You also have the option to create a new Marketing List from this view.

All Marketing Lists for the correct type (ie, Leads in this case) will appear. Choose the correct List and then click’ OK’ above.

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Choose the correct Marketing List then Click ‘OK’


You’ll be presented with the option to continue or go back. Click ‘OK’ to continue.

You will now see that the rows you highlighted have been added to the Marketing List as below.

Note: You can also add a Contact or Lead to a Marketing List while looking at the record itself. Go to the Actions menu, then scroll down to Add to Marketing List and then follow the above steps.

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Using Advanced Find to add a record to a Marketing List

Advanced Find is very useful for finding all records within CRM that meet certain criteria. You could, for example, find all Contacts who are based in Leicestershire or Derbyshire and who work in HR at an Account with a turnover greater than £3 Million.

This of course relies on accurate and complete entry of data and it’s here where effort will be repaid with accurate marketing.

To use advanced find, click on Manage Member (as before) and launch the Manage Members options screen.

After this step, you’ll be presented with the Advanced Find dialogue.

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Choose ‘Use Advanced Find to Add members’ then click ‘OK’.


The Advanced Find dialogue allows you to build as simple or as complex a query as you need.

Select which field(s) you wish to filter on, select the conditions (Equals, Contains, etc) you wish to match.

Select more than one field if required, and then highlight any rows you wish to perform and/or logic on. Ie, Last name= ‘Smith’ or Last name = ‘Jones’.

Click ‘Find’ when you are happy with your query to proceed to the Add Members screen.

Note: You can use numerous queries to add people to the Marketing List if you are not confident using Group And/Group Or to build . Just find the records you want, then click ‘Find’ each time.

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The Add Members screen (below) will load each time you press find on the previous screen.

This screen gives you the option to review, add or reject the records you found using your Advanced Search. It’s also possible to return to the Advanced Search query and further refine your search.

Choose whether you want to add all the records returned by your query or ones you select manually by choosing one of the options at the bottom left (above).

Next, click ‘Add to marketing List’ if you wish to add any records, or click ‘Back to Query’ (bottom right, above) if your filters didn’t return the data you required and you need to fine tune your conditions.

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You can see below the members who met the example filter criteria have been added to the Marketing List.

Note: It is possible to use Advanced Find repeatedly to finer tune a Marketing List, simply by clicking on Manage Members at any time.

Click ‘Save and Close‘when you’re finished creating the Marketing List.

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Removing Members from Marketing Lists

This can be done using advanced find, by clicking on ‘Use Advanced Find to remove members’

Any criteria you specify now in the advanced search should be those of the records you want to discard, not keep, but otherwise this is the same process as described earlier. Another method is to navigate to the Marketing List members, click on More Actions then select ‘Remove from Marketing List’ as below.

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Click ‘OK’


You will now be presented with the following pop-up warning dialogue.This warning is misleading as you’re not actually deleting anything, just removing the record from the Marketing List, and you can, if required, re-add the record to the list at another time.

Click ‘OK’ if you wish to remove the records you highlighted for removal.

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