Lists FAQ
If I pause an automation with contacts at various stages, and change the list for the automation, will it keep all relevant contacts in the steps they’re currently at?
As long as they still match the list criteria, they will stay at the stage they're currently at.
Is there a maximum number of contacts we can send through an automation?
Not necessarily, but there are certain things you can do to ensure everything runs smoothly if you are using a large list. If your list contains hundreds of thousands of contacts, you could utilize Staggered Start
This feature allows you to stagger the start of your campaigns over several days. Instead of sending all your emails at once, they will be evenly distributed over the selected number of days. to limit the amount of records that enter an Automation each day to ensure the system does not get slowed down.
If I am using multiple different lists for the same automation, and some contacts are in more than one list, does this mean they will receive multiple messages?
If it's a Candidate or Sales Contact-based automation, emails and text messages will only be sent to each contact once, even if they are on multiple lists.
Is there an easy way to take contacts who appear in a current, paused, campaign and bulk move them to a new one?
If you have a Tearsheet of those contacts, you can segment a list for that Tearsheet and the automation they are currently in to be able take action on them.
I have a Tearsheet in Bullhorn that is a mix of Candidates and Sales Contacts. Can I use this with either Sales Contact-based or Candidate-based automation?
When creating lists and automations, Bullhorn Automation splits Candidates and Sales Contacts, so they will never be part of the same list or automation.
When you have a Tearsheet with a mix of Candidates and Sales Contacts, you will need two separate lists to capture that, one for Candidates, one for Sales Contacts.
How can I prevent an individual Candidate or Contact from entering an automation?
If you want to exclude a Candidate or Contact from an automation, you can create a list with just that record, specifying their ATS ID (or email address) as the list criteria.
You can then add that list as a Suppression List within your Automation Enrollment Settings. That will prevent that record from entering the automation.
Why were Contacts / Candidates removed from an automation after I edited a list?
If you make changes to the list criteria after turning the automation on, contacts / candidates that previously synced to the automation may be removed if they no longer meet the criteria.
To avoid records being removed from automations due to list changes, we always recommend:
- Making sure your lists are final before turning on an automation.
- Checking a list is not being used in any other automations before making any edits.
Can we turn on an automation before the entire list is synced?
Yes! The list will continue to sync first before the automation begins sending, but you won't break anything by turning it on sooner than the list fully loads.
Why are there delays in adding/removing records from lists?
If a list isn't actively used (i.e automation, owner assignment rule, smart token, etc), it will update during the nightly sync process or when manually saved, conserving processing power for actively used lists during business hours.
If you notice discrepancies between the number of records matching your criteria and the synced list, you can manually trigger an update by clicking Save on the list.