Getting Started: Configure a List

How to Configure a List

Configuring your lists is where the magic happens! Here you decide how the leads are presented to your agents and how the data interacts with features like duplicate detection, search and more.

Defining and configuring fields

Once you have uploaded a file with leads or created a new, empty list, you are taken to the list configuration page.

The first thing you need to do here is review and configure or define your lists' fields.

You add new fields by clicking the icon in the bottom of the fields list.

You remove fields by clicking the icon that appears next to the field definition when hovering it.
Users on mobile devices: just tap the empty space next to the 'Show'-column.

The first three fields are used as part of the lead identification. These fields are always shown, for example in your call log or in your queue. The rest of the fields are only shown when you are working that lead, so make sure the three top fields are ones that enables you to uniquely identify a lead. These fields are typically something like Name, Title and Company.

You order the fields by dragging them in the three-bar handles to the left of each field definition.


Field types

You will want to carefully review the type of each field. Setting the right types will enable you to easily click on that field when viewing the lead to visit their website, send an email or start calling. Setting field types also allow for easier and/or more consitent editing, as well as improved segmentation capabilities.

Here's a list of the types you can choose and what they mean:

String
The standard type. Normal text on one line.
Phone
Will turn the field into a link that launches your phone when clicked. Central to the myphoner core functionality.
E-mail
Will turn the field into a link that launches your email client.
www
Will turn the field into a normal web-link.
Yes/No
Will turn the field into a checkbox and allows for segmentation on whether this field is true or false. Existing values should be '1' for true and '0' for false.
Number
Will only allow number input in this field and allows for segmentation with greater than and/or less than a given value.
Date
Will turn the field into a date-picker and allows for segmentation with greater than and/or less than a given date.
Multi-line Text
Will allow for multi-line editing of this field and shows the content using markdown syntax.
Street Address
Will turn the field into a link that looks up the address in google maps.


Defining fields in myphoner. This is where you name, categorize and order you fields for use when viewing the leads.

Heads up

Make sure you have given your phone and email data the right type to get the best possible experience when using myphoner.

Fields with types 'Phone' and 'E-mail' are used for duplicate detection and they are indexed a little different in order to make them easier to search.

Previewing your configuration

If you have added one or more leads to your list, the lead preview to your right is updated with every change you make. This way you can easily see if your change has the desired effect.

Use the blue arrows to cycle through different leads to see more examples of how the data fits your configuration.

Hint: Go ahead and click on the phone number in the preview, and see if it launches your locally installed phone. If not, you might need to do some troubleshooting before you are ready to call.

Pro Tip

Using the email link of the lead will automatically put your myphoner Email Dropbox address in the bcc field and thus record that email to the activity log in myphoner.



Previewing a lead in myphoner. The order of the fields and whether they are clickable are determined from the field configuration (above).

Tweaking your list with settings

Now you are probably ready to start calling the leads in your list, but myphoner offers a few settings, that you sometimes might find handy. Let's walk through the other tabs in the configuration page.


General settings

Prepend Phone: If you type something in this field, it will be inserted in front of all phone numbers in the list. This can be useful if you want to add a country code to all numbers.

Inline Identifiers: Will put the first two fields on one line in the lead information view. This is useful if you for example have 'First Name' and 'Last Name' and want them on one line.

Please note that enabling inline identifiers will then turn the first four fields of your list into the identification portion (instead of the first three).

Show Avatars: Myphoner will try to fetch and use an image for each lead, to make it easier to recognize. Images are found based on the leads email address or its web address.

Please note that it can take some time from you enable this setting until the leads start to get their avatars.

Lock on defaults: Lock the default fields and prevent them from being renamed or their type from being changed. This is required for you to sync your list with your CRM or contact manager. It can also be convenient if you just want to make sure fields are consistent across lists for later migrating leads.



Available settings for your list.

Limiting access to specific agents

The 'Users' tab is a simple list of users (agents) with checkboxes next to them. Unchecking a user will disallow that user access to the list, and hide it from their interface.

Please note that all users has access to the list by default.

You can also manage which lists are accessible for a specific user - see Add Users for more information.

Pro Tip

Make sure that admins and analysts that are to view reports for this list has access to it.



You can limit what users can work a list. All users have access by default.

Change how duplicates are matched

By default, duplicates are matched by hponer numbers and email addresses.

In the 'Dedupe'-tab you can change this. Let's say you have an additional identifying field, such as 'Full Name', 'ID' or similar. Then you can choose this field in the dropdown for myphoner to start looking for duplicates that match on that field as well.

When you change these settings and hit 'Save', myphoner will start looking for duplicates. This can take some time, depending on the size of your list. Usually the detection takes about 5-10 minutes.

Pro Tip

Only want to match on mobile phone, not company phone? Simply untick 'Duplicates match on phone' and choose 'Mobile Phone' in the 'Match on'-dropdown.



You can change the way duplicates are detected for a list.

Enable better segmentation with categories

A lead has 5 states it can be in:

  • New
  • Call Back (optionally scheduled or postponed)
  • Won
  • Lost
  • Archived
These are solid, basic states and provides a good foundation for working and handling leads.

However, most companies like to analyse the result of a campaign to try and identify places where the next campaign can be optimized.

For this purpose, myphoner allows adding custom categories to each state, so that agents can (optionally) choose a category for the appropriate action when finishing a call.

The categories can later be analysed in the reports section of myphoner.

You can also filter by categories when you migrating leads.

If you want to configure categories, simply go to the 'Categories' tab on the list configuration page.

Then input the categories of your choice - separate them with commas - and et voila, you have custom segmentation of your leads.

Please Note that categories are stored as simple text strings, and if you make a spelling mistake and later change the name of the category, any leads tagged with the old category will remain tagged with the misspelled version, so be careful with renaming categories in the middle of a campaign.



Input your desired categories in the list configuration...

...and pick the relevant category when calling a lead.

Add a script for your agents

Even though we do not recommend reading from a script when cold calling (instead, we recommend practicing your pitch beforehand for a more natural flow), you can create one and make it available to your agents from within myphoner.

Adding a script is done from the 'Script'-tab in the list configuration screen.

When editing your script, you can use a special syntax called 'markdown'. This is a simple text format that will help you render a nice looking script with headings, lists, bold or italic text, and even embed resources from other places on the web. Here's an example markdown text - see the screenshots to view how it is rendered:

Read more about the markdown syntax in this Markdown Cheatsheet.

When present, the script will appear in a 'Script'-tab when viewing a leads from the list.



Create a script using markdown...

...and view it when working your leads.

Divide your lists in segments

Please see Create Lead Segments


Next: Working Your Queue