Creating a Subset List

What is a subset list?

A subset list is a list whose data comes from another list where certain fields match specific values. When the source list is updated linked lists, including subset lists, are also updated to get any changes that may apply to them.

Ex: You are an organization with 4 buildings/locations. You have a list that contains contacts from all 4 buildings that gets updated nightly from your main database. You can create subset lists for each building so that as people are added or removed from buildings the building lists are automatically adjusted.

What is the difference between a subset list and a copy of a list?

Both subset lists and copy lists will show as the list name and then " (linked)". However a copy list is an exact copy of the data from the source list where a subset only has the records that match the filter criteria for the list.

Creating a subset list

1. Check the box next to the source list that already has the data you need. This can be a sync list, another linked list, or an independent list.
2. Click on "Select an Action" on the top left to show the options
3. Select Create a subset list from the options
4. Give your new list a name
5. Leave the 2 checkboxes at the top alone. Those are the correct settings 99.999999% of the time.
   1. Keep linked To Source List: means when the source list is updated update this list as well. You would only uncheck that box if you were trying to make a list that was static and didn't get changes over time. Schools may do this before roll over to keep a copy of the previous school year's data before roll over. Nearly 100% of the time leave this box checked.
   2. Derived list's enabled contact state matches the Source List means if you disable a contact in the source list it gets disabled in this new list too. So if you are trying to send a message from the source list and you unselect someone so that they don't get the message they'll be unselected in this list as well. Nearly 100% of the time leave this box unchecked.
6. Add first filter. The bottom section shows the filter options on the right and which ones will be saved on the left. The filter options are 3 parts that together make the filter rule.
   1. Field: which field to use. The labels from your list will show here so your values may be different list to list depending on what your data labels are list to list. Pick the field that has the data you want to filter
   2. Comparator: How do you want to compare the field to the value? Options are:
      1. Is equal to
      2. Is less than or equal to
      3. Is greater than or equal to
      4. Is not equal to
      5. Contains
      6. Contains string
      7. Does not contain
   3. Value: What is the value you are looking for. The drop down will contain all the values that currently exist in that field in your list. However if you are trying to set up a list for a future value that isn't in the data yet you can uncheck the Use dropdown list box and then you can enter any value you wish.
7. Once you have the first filter the way you want click Add to move it to the left box 
8. If you have other filters you want to add you can keep adding them until the left side has all the filters you want for your new list.
9. Click OK to save and create the list. The first time the list is made it may take a few minutes, but after it's made all the changes will happen in the background without anyone noticing.
10. Once the list is done being created you will see the list in the My List page. Notice that the list has the word (linked) at the end that you did not enter, this is automatic letting you know this list is linked to another list

Help, my changes are gone!

If you make manual changes to the data in the subset list those changes will be overwritten once any of the source lists are changed. So if your source list is a sync list then when that list is synced again it will update the subset and overwrite your manual changes.

To keep changes you'll want to update the source which is either the source list that is not a (sync) list OR the system that we are syncing too such as a google spreadsheet or your student system.

I need to edit my subset list filters

Once a subset list is created and you'd like to edit the filters, you can in List Settings. 

1. Navigate to the subset list. 

2. Click on List Settings.

3. Once in list settings, use the "Edit Subset List" button to change your filters. 

4. Click OK to save the new filters.

How can I see what filters are on my subset?

Once a subset list is created and you'd like to view the filters, you can in List Settings. 

1. Navigate to the subset list. 

2. Click on List Settings.

3. Once in list settings, use the "Edit Subset List" button to view the filters you have on your selected subset list.