What are User Lists?
A user list is a collection of users that have been into a list. Users are added to normal user lists when they fill out applications, such as to apply to be a mentor, and are automatically sorted into dynamic user lists when they’ve met the criteria rules of the list, such as all mentors within the IT industry. User lists can be used to export data, set visibility permissions, and send communications to.
Creating a User List
User lists are created within the Admin Dashboard, which is accessed by selecting Admin Dashboard in the admin panel.
To create a new user list, click on the User Lists tab in the left hand bar.
Next, click on Add New on the top-right corner.
A pop-up will appear, where you will need to add a Name for your User List:
Finally, you will need to designate in the Type drop-down whether your User List is Normal or Dynamic.
Normal User Lists
Normal User Lists are lists that are associated with Applications. They can also be manually manipulated by admins regarding the adding or removing of users from them.
To add a user to a Normal User List, click within the Search for a user search bar:
This will bring up a search bar at the top of your screen. Enter the name of the user you are search for and then select them:
When selected, they will appear in the search bar at the bottom right. To add them to the list, click on Add users.
You are able to search, select, and add multiple users at one time:
To remove a user from a Normal User List, simply click on the list you would like to remove them from, find the user, and click on Remove from list.
A confirmation message will appear, asking if you are sure and confirming the Account ID of the user and the User List they will be removed from.
Click Yes to confirm.
Users in a Normal User Lists can be turned into Admins with a simple toggle switch.
To make a list an Admin User list, click within the list and toggle on Admin at the bottom of the page:
A confirmation message will appear asking you to confirm admin access. Click I Confirm to continue.
Note: Any user in an Admin User List will be able to see the Admin Controls in the front-end of the platform, and have access to View As, Edit Mode, and Edit Text, as well as be able to see all content on the platform.
The tabs that Admins are able to see can then be set for each Admin list by toggling on the various areas:
Note: If a user is in multiple Admin lists, they will have the higher amount of the permissions given to them.
Dynamic User Lists
Dynamic User Lists are lists that update automatically based on data that is populated by the user.
Admins set and manage the rules that shuffle these users into these lists, which include Field and List rules.
To create, select Dynamic from the drop-down and then click Create list to make your new User List.
Once named, admins will need to set the specific rules for generating these lists.
Field Rules
The first rule-type for dynamic lists are Profile field rules. These rules can be set to look at specific data fields throughout the platform, shuffling users onto the list when the field matches a specific value.
To add a field rule, select Profile field rule from the drop-down and click Select Field.
This will open the Field Library, where you can search for the specific data field this list will be focusing on.
Depending on the field type that you select (free-text, drop-down, toggle, radio, check-boxes), you will be shown different options for specifying the value users should add.
Free text
Free-text data field rules will give you options for:
Drop downs
An example of this is a course field where users have entered anything that contains “biology”.
Drop-down data field rules will give you options for:
An example of this is a country drop-down list where users have entered United Kingdom as their home country:
Toggles/Radios
Radio rules are simply options for is toggled or is not toggled.
The options of the check-boxes will appear, where you are to select the option users have selected.
When your Profile field rules have been added and set, simply click Save all to update the list, automatically searching and adding users to it.
User List Rules
The next rule-type for dynamic lists are Profile list rules. These rules can be set to filter users from or missing from specific User Lists.
To add a list rule, select Profile list rule from the drop-down and click Add.
Next, click on the drop-down list to specify the users you would like to add within the user lists you are going to select.
You have options for:
Finally, select one or multiple User Lists to shuffle users from and click on Save all.
Stacking Rules
You can have multiple rules within a Dynamic User list, allowing you to filter a very specific list of users.
Simply add and configure your rules as you go:
Stacked Profile list rules example:
The above list reads as any user who is an Alumni but isn’t yet signed up as a Mentor.
Stacked Profile field rules
The above list reads as any user who is from the UK, studied Biology, has checked the Aluminate product, and has opted- in for email notifications.
All or Any
When stacking rules, the final setting you need to configure is whether you want All of the rules to be followed or Any.
If the above example is switched from All to Any, it would read as any users from the UK, plus any users who studied Biology, plus any users who checked the Aluminate product, plus any users who opted- in for email notifications.
This list would be much more populated than the All list.
Groups
If you are wanting to stacking or combine rules that have different All/Any options, you are group sets of rules to do so:
This will allow you to have one set of rules with an All value and another with an Any value:
Don’t forget to set the overall All/Any option for your groups.
Viewing User Lists
You are able to view and export the users who have been filtered into these lists simply by clicking on a user list.
Alternatively, you can view the list a user has been shuffled into by searching for a specific member within Users and clicking on the List icon.
For any questions not answered in these guides, please contact the Client Success Team via your Monday.com Support board.