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Managing Lead Lists

Managing Lead Lists

Lead lists are the foundation of organizing your enriched contacts in Cleanlist. This guide covers everything you need to know about creating and managing lists effectively.

Overview

Lead lists help you:

  • Organize contacts by campaign, source, or purpose
  • Track enrichment progress per group
  • Export segments for specific use cases
  • Manage CRM syncs
  • Apply Smart Columns to specific audiences

Creating Lead Lists

Method 1: During Enrichment

Bulk enrichment:

  1. Upload CSV
  2. At the "Choose Lead List" step
  3. Select "Create new list"
  4. Enter name and description
  5. List created when enrichment starts

Manual enrichment:

  1. Enter contact information
  2. Click "Create new list" option
  3. Enter list name
  4. Lead saved to new list after enrichment

Method 2: From Lists Page

  1. Navigate to Lists in the sidebar
  2. Click Create New List button
  3. Enter list details:
    • Name (required): Descriptive name
    • Description (optional): Purpose, campaign, etc.
  4. Click Create
  5. Add leads later via enrichment or import

Naming Best Practices

Good list names:

  • ✅ "Q4 2024 Enterprise Outreach"
  • ✅ "TechConf NYC Attendees - March 2024"
  • ✅ "Fortune 500 VPs - Email Verified"

Avoid:

  • ❌ "List 1", "Test", "New"
  • ❌ Names without context or dates
  • ❌ Duplicate names (causes confusion)

Viewing Lead Lists

Lists Overview Page

Columns displayed:

  • List Name: Click to open
  • Lead Count: Total contacts in list
  • Created: When list was created
  • Last Updated: Most recent modification
  • Actions: Quick actions menu

Sorting:

  • Click column headers to sort
  • Default: Recently created first
  • Sort by name, size, or date

Search:

  • Search by list name
  • Filter by date range
  • Filter by lead count

Individual List View

Click any list to see:

Lead table with columns:

  • Standard fields: Name, Email, Phone, Company, Title
  • Smart Columns: Any AI-extracted data
  • Custom fields: CRM-synced or imported data
  • Enrichment status: Success/Failed indicators

Table features:

  • Sorting: Click column headers
  • Filtering: Filter by any column
  • Search: Find specific leads
  • Selection: Select leads for bulk actions
  • Pagination: Navigate through large lists

Managing Leads

Adding Leads

To existing list:

  1. Use bulk or manual enrichment
  2. Select the target list
  3. Leads added automatically after enrichment

Import from CRM:

  1. Set up CRM integration
  2. Configure sync to specific list
  3. Leads import automatically

Manual addition:

  1. Open the lead list
  2. Click "Add Lead" button
  3. Enter lead information
  4. Save to list

Removing Leads

Single lead:

  1. Open the list
  2. Hover over lead row
  3. Click trash icon
  4. Confirm deletion

Multiple leads:

  1. Select checkbox for each lead
  2. Click "Delete Selected" button
  3. Confirm bulk deletion

Clear entire list:

  1. Open list settings (gear icon)
  2. Click "Clear All Leads"
  3. Confirm (keeps list, removes all leads)

Editing Lead Information

  1. Click on any lead row
  2. Lead detail panel opens
  3. Edit fields directly
  4. Changes save automatically
  5. Re-enrich if needed (click "Re-enrich" button)

List Actions

Duplicate Detection

Automatic detection:

  • Runs when adding new leads
  • Checks email, phone, LinkedIn URL
  • Warns before creating duplicates

Manual duplicate check:

  1. Open list
  2. Click "Find Duplicates" button
  3. Review potential duplicates
  4. Choose action:
    • Keep first occurrence
    • Keep most complete record
    • Merge duplicates
    • Keep both (if intentional)

Merging Lists

Combine multiple lists:

  1. Go to Lists page
  2. Select lists to merge (checkboxes)
  3. Click "Merge Selected"
  4. Choose destination list or create new
  5. Confirm merge
  6. Duplicates handled automatically

Splitting Lists

Divide large list into segments:

  1. Open the list
  2. Apply filters for segment
  3. Select filtered leads
  4. Click "Move to List"
  5. Choose destination or create new
  6. Leads moved to new list

Copying Lists

Duplicate a list:

  1. Open list settings (gear icon)
  2. Click "Duplicate List"
  3. Enter new list name
  4. Choose what to copy:
    • All leads
    • Selected leads only
    • Include Smart Column data
  5. Confirm

Smart Columns

Adding Smart Columns to Lists

  1. Open any lead list
  2. Click "Add Smart Column" button
  3. Configure Smart Column:
    • Column name
    • AI query/instruction
    • Select leads to process
  4. Monitor processing
  5. Results appear in real-time

Managing Smart Columns

Edit Smart Column:

  1. Click column settings icon
  2. Modify query
  3. Re-process selected leads
  4. New results replace old

Delete Smart Column:

  1. Click column settings
  2. Select "Delete Column"
  3. Confirm (data permanently deleted)

Export Smart Column data:

  • Included in CSV exports
  • Can export Smart Column data only
  • Syncs to CRM if mapped

Exporting Lists

CSV Export

  1. Open the list
  2. Click "Export" button
  3. Choose options:
    • All leads or selected only
    • Which columns to include
    • Include Smart Columns (yes/no)
  4. Click "Download CSV"
  5. File downloads immediately

Export includes:

  • All standard fields
  • Smart Column data (if selected)
  • Custom fields
  • Enrichment metadata
  • Timestamps

CRM Export

If CRM integration configured:

  1. Open list
  2. Click "Sync to CRM"
  3. Choose CRM destination:
    • Which CRM account
    • Target object (leads/contacts)
    • Field mapping
  4. Start sync
  5. Monitor progress
  6. View sync log

List Settings

Access via gear icon on list page:

General Settings

  • List Name: Rename the list
  • Description: Update description
  • Tags: Add organizational tags
  • Color: Assign color for visual organization

Enrichment Settings

  • Auto-enrich new leads: Enable/disable
  • Default enrichment type: Email, Phone, or Both
  • Duplicate handling: Skip, Update, or Allow
  • Validation level: Standard or Strict

Notification Settings

  • Enrichment complete: Email notification
  • Low credit warning: When enriching this list
  • Export complete: Large export notifications
  • Sync status: CRM sync notifications

Privacy & Access

  • List visibility: Private or Shared
  • Collaborators: Add team members (Enterprise)
  • Access level: View only or Edit
  • Audit log: Track all changes

Organizing Multiple Lists

Folder Structure (Enterprise)

Create folders for organization:

└── Campaigns
    ├── Q4 2024 Outbound
    ├── Q1 2025 Planning
    └── Webinar Attendees
└── By Industry
    ├── Technology
    ├── Healthcare
    └── Financial Services
└── By Status
    ├── Enriched & Qualified
    ├── Pending Enrichment
    └── Follow-up Needed

Tagging System

Apply tags for cross-cutting organization:

Example tags:

  • Campaign: #q4-outbound, #webinar
  • Status: #qualified, #contacted, #responded
  • Industry: #saas, #healthcare
  • Quality: #verified, #high-confidence

Using tags:

  1. Apply tags to lists or individual leads
  2. Filter by tags on Lists page
  3. Bulk operations on tagged items
  4. Export by tag

Best Practices

List Organization

  1. Use descriptive names with dates:

    • "Enterprise Prospects - Q4 2024"
    • "TechConf Attendees - March 2024"

  2. Keep lists focused:

    • One campaign or purpose per list
    • Split large lists by segment
    • Easier to manage and export

  3. Regular cleanup:

    • Remove bounced emails monthly
    • Archive old campaigns
    • Merge similar lists

Data Quality

  1. Run duplicate checks regularly:

    • Before major campaigns
    • After bulk imports
    • Monthly maintenance

  2. Validate before major sends:

    • Re-validate emails before campaigns
    • Check phone numbers for text campaigns
    • Remove invalid contacts

  3. Keep data current:

    • Re-enrich quarterly for active lists
    • Update job changes via LinkedIn
    • Remove outdated information

Performance

  1. Optimize list size:

    • Break 10,000+ lists into segments
    • Improves loading speed
    • Easier to process

  2. Selective Smart Columns:

    • Don't process all leads if not needed
    • Use "First 10" to test queries
    • Only enrich qualified leads

  3. Scheduled exports:

    • Export during off-peak hours
    • Large exports (5000+) may take time
    • Use email notification option

Troubleshooting

List Won't Load

Problem: List page loading slowly or timing out

Solutions:

  • Clear browser cache
  • Reduce visible columns (hide Smart Columns temporarily)
  • Split large lists (>10,000 leads)
  • Contact support for database optimization

Missing Leads

Problem: Leads disappeared from list

Check:

  • Applied filters (clear filters)
  • Search term active (clear search)
  • Archived leads (check archive)
  • Audit log for deletions

Export Errors

Problem: CSV export fails or incomplete

Solutions:

  • Try smaller batch (export selected leads)
  • Check file permissions on device
  • Try different browser
  • Use API export for very large lists

Duplicate Issues

Problem: System not detecting duplicates

Check:

  • Duplicate matching settings
  • Email/phone format differences
  • Different LinkedIn URL formats
  • Manual review may be needed

Learn More

Manual Enrichment GuideUsing Smart Columns