Building and Organizing Lists with "My Lists"

Why this matters

Lists are the backbone of prospecting and outreach. You can quickly assemble properties or units by area or street and then use "My Lists" to include/exclude items, avoid duplicates, and keep exports clean. This saves time and preserves export credits for the right records.

What you’ll do

• Build a list (Map or Street; Buildings or Units).
• Select from your lists "My Lists" to segment, exclude previously used records, and prep for export.

1. Build Lists of Buildings

From Map

1. Click Map View (upper-right).
2. Choose your area: neighborhoods, ZIP codes, current map, or draw a polygon.
3. Adjust the map to define your target area; results will populate.
   

From Street

1. Open the Street tab.
2. Start typing the street name.
3. Select the correct suggestion to load results for that street.

2. Build Lists of Units

Click Switch to Units, then repeat the Map or Street flow above.

Condo/Co-op Units within a Building

• Option A (search): In the Building tab, type the property address and pick the match.
• Option B (from a property report): Open the parent building’s report and click Build List (upper-left).

Note: Data is available for units we have on record; older sales may be missing. If needed, contact Customer Service.

"My Lists" is a powerful way to segment, filter, and manage your property portfolios - especially when building mailing or data lists. By adding properties to a List, you can include or exclude them as needed, avoid duplicates, and refine your exports. Below is a consolidated guide on how to use "My Lists" to build lists, and best practices to maximize their utility.

Why Use "My Lists" in Building your Mailing/Data List?

• Prevent duplicates: If you’ve already exported or processed certain properties, adding them to "My Lists" allows you to exclude them from future lists.
• Refine inclusion: You can target only those properties with specific characteristics (via lists).
• Segment lists: "My Lists" let you categorize properties (e.g. “vacant lot,” “multi-family,” “high value”) and export subsets accordingly.
• Maintain flexibility: Since "My Lists" are dynamic, you can adjust your selection criteria easily.

Planning Your Lists Strategy (Before Using it In the "Property Lists" feature)

Before you start adding properties to "My Lists", think through the taxonomy and workflow:

How to include Properties in "My Lists"

1. Open the "My Lists". In the list or map view, find and click “Add to List” or equivalent.
2. Create or select lists. Add new properties or pick from existing ones that fit your criteria.
3. Save a list of property or set of properties. Check the boxes next to each property (or use bulk selection) and assign the to any lists.
4. Save / confirm. Make sure your "add to a list" action is saved so the list tool recognizes it.

Note: The order in which you add to lists isn’t as crucial as consistency and clarity of the lists themselves.

Filter by Lists (Include / Exclude Logic)

Once properties are added to a list, you can filter or build lists by specifying inclusion or exclusion criteria:

This dual filtering lets you narrow down your list precisely. For example:

• Include: “Residential”, “New Listing”
• Exclude: “Exported”, “Sold”

By combining include/exclude filters, you can avoid pulling properties you’ve already handled and focus on fresh leads.

Tips & Best Practices

• "Add to list" early: As soon as you identify a property, add it — this ensures downstream filters work properly.
• Use broad and narrow lists: Combine general lists (e.g. “Commercial”) with detailed ones (e.g. “Office Building”) for flexibility.
• Avoid overlapping semantics: Try to minimize lists that mean the same thing but are named differently.
• Audit regularly: Remove or merge redundant lists.
• Document your lists taxonomy: Especially if you share access with others, keeping a list legend helps everyone stay aligned.
• Use exclusion smartly: The “Must not include” filter is particularly useful to remove previously handled items from a new export.

Summary & Key Takeaways

• Lists are essential tools for filtering, excluding, and segmenting properties when building lists.
• Always think ahead about your list structure - consistent naming pays off.
• Use inclusion and exclusion filters together to fine-tune your lists.
• "Add to list" properties early and immediately when exporting to prevent duplication.
• Regular maintenance (cleanup, audit, documentation) is key to keeping your list system useful over time.