Using List Emails

Overview

Maintaining consistent, targeted communication with clients is central to delivering excellent service at scale. Sending a list email in Practifi allows your firm to reach multiple contacts quickly and effectively, without the manual effort of composing individual messages. You can define recipient groups based on specific criteria — such as geography, relationship type, or other record attributes — and deliver a single message to all of them at once, streamlining outreach across your client base.

For considerations around list email limitations, please consult this Salesforce help article. 

• Accessing List Email Functionality
• Sending a List Email
  • Filtering the List View
    • Adding Filter Logic (Optional)
  • Selecting Recipients
  • Entering Email Information
  • Sending the List Email

Accessing List Email Functionality

To access the list email functionality in Practifi, do the following:

1. Log in to your Practifi organization.
2. Click the caret icon in the Navigation Menu and select Directory from the drop-down menu.
   
3. Click the Send List Email button on the right-hand side of the Directory. Clicking this button opens a list of Contacts within Practifi for filtering and selecting recipients.
   

---

Sending a List Email

The following sections will guide you through sending a list email from within Practifi. To demonstrate the steps, we will guide you through an example where your firm needs to contact Individuals with mailing addresses in New Jersey and New York.

Filtering the List View

After clicking the Send List Email button, you will see a list view containing Individual and Contact records for selection. You can change the list view’s visibility by clicking the caret icon next to the list view name in the left-hand corner and selecting another list view from the drop-down menu. While it is possible to scroll through the list to select recipients manually, applying filters is the most effective way to target specific recipients, particularly when working with large contact populations.

Please note: If you want non-admin users to be able to filter list views, they will need additional permission sets. For assistance in assigning the needed permissions, contact Practifi Support.

To filter the list view:

1. Click the filter icon located on the right-hand side of the list view.

   

2. Select the Add Filter hyperlink within the Filters sidebar. 
   
3. Configure the following fields in the filter pop-up to set the filter:
   • Field - Select the field by which you would like to filter the records in the drop-down menu. For our example, we’ll select Mailing State/Province as the filter field.
   • Operator - Select the operator from the drop-down menu to specify how the filter criteria relate. For our example, we’ll set the Operator field to equals.
   • Value - Set this to the value the filter should use. In our example, we’d like the filter to return all records with a mailing state in New Jersey, so we’ll enter NJ in this field.
4. Click Done to close the filter pop-up after configuring the filter information. 
   
5. Click Save within the Filters sidebar to apply the filter to the list view.
   
6. Repeat the above steps to add more filters and narrow the results. In our example, we’ll repeat the steps but enter NY as the new filter value. 
   

Adding Filtering Logic (Optional)

After adding a filter to your list view, the filter has a number attached to it. Your first filter becomes Filter 1, and your second filter becomes Filter 2. Filter logic is applied based on these numbered filters. For example, our list view currently has two filters:

1. Mailing State/Province equals NJ
2. Mailing State/Province equals NY

By default, the system looks for records that contain both values in the Mailing State/Province field. However, in this example, we'd like it to locate records that have either NJ or NY within the Mailing State/Province field. This is where filter logic becomes useful, giving you precise control over which contacts are included in your outreach.

To add filter logic:

1. Click the Add Filter Logic hyperlink located in the Filters sidebar.
2. Within the Filter Logic edit box, change the operators to AND or OR values to fine-tune your results. In this example, we’ll update the filter logic to read “1 OR 2.”
   
3. Click Save in the Filters sidebar to finalize the filter logic change. 
   

Selecting Recipients 

Recipients must be selected from the list view to send a list email. To select all records in the list at once, click the checkbox in the header beside the Name column.

You can also select individual records in the list view by checking the checkboxes to the left of their names. 

Once you select the recipients from the list view, click the Send Email button in the upper right-hand corner of the list view to begin the email creation process. 

Entering Email Information 

Enter an email subject and body to compose your message. Rich text formatting options are available within the email body editor, allowing you to create polished, on-brand communications that reflect your firm’s professional standards. The recipients you selected from the list view are automatically populated in the Recipients field.

Teams can also leverage email templates to maintain consistent messaging and reduce time spent on recurring communications. For guidance on creating templates, refer to the Salesforce email template documentation. As of September 2023, teams can also incorporate Practifi Merge Language into email templates, enabling dynamic content that automatically draws relevant data, such as a client’s name or account details, directly from your Practifi records into each message.



To preview the information entered, click the Review tab to display the message as your recipients will view it within their email. A list of the selected recipients will also display within the Review window for your confirmation. 

Sending the List Email

Once the email is ready, you can send it immediately or schedule it for a later time, giving your team the flexibility to time outreach for maximum impact.

To send the email immediately:

1. Click the Send button in the bottom right-hand corner of the email editor. 
   
2. After you click Send, the email is sent immediately to all selected recipients as an individual email. 

To send the email later:

1. Click the caret icon next to the Send button, then select Send Later from the drop-down menu.
2. Enter the following scheduling information:
   • Date - Click within the field to open the calendar and select the date when you would like the email to be sent.
   • Time - Select the time you want the email sent from the drop-down menu within the field.
   • Time Zone - Specify the time zone that the time field should respect by selecting the appropriate time zone from the drop-down menu. 
     
3. Click Save to finalize the scheduling of the list email.