Creating Recipient Lists for Email Campaigns BETA
Modified on: Thu, 17 Apr, 2025 at 4:19 PM
With this release, we are excited to announce the Creating Recipient List for Email Campaigns BETA!
Currently, users use Saved Reports to create their list of recipients for Email Campaigns. With this new Recipient List feature, we have created a better and simpler solution for selecting recipients for Email Campaigns. The Recipient List feature allows you to build lists of recipients by applying specific filters and then saving them for future use, making it easy for you to identify your audience for Email Campaigns.
- Streamlined Process: By eliminating the need for Saved Reports, you can focus on your core tasks, such as client service and sales, while the campaign setup becomes faster and more intuitive.
- Time Savings: Reducing the complexity of the campaign setup saves valuable time, enabling you to spend more time engaging with clients.
- User-Friendly: The new interface is intuitive, making it easier for you to create and manage recipient lists without a steep learning curve.
This update will be available in both the current Email Campaign workflow and the new Email Campaign workflow which is currently in BETA, ensuring all users have access to this enhanced functionality.
TABLE OF CONTENTS
- What's in it for me?
- Accessing Recipient Lists
- Creating a Recipient List
- Reviewing Your Recipient List
- Managing Recipient Lists
- Using the Created List in Email Campaign Workflow
- Practical Application
Check out our video if you'd rather watch and follow along!
 | Did you know? - You can click on the images in our articles to zoom in. |
What's in it for me?
- New Recipient List Feature: You can now create and save custom Recipient Lists within Email Campaigns. You will no longer have to exit the new email campaign workflow, instead you will be able to continue where you left off after a new list is created.
- Introducing Update Frequency: This configuration gives you the control to determine if the list should be static or if the filters should be reapplied to obtain the most up-to-date recipients at the time a campaign is scheduled.
- Enhanced Filters: The Recipient List feature allows agents to apply a variety of enhanced filters based on applicant and policy criteria to target the right recipients. Filters include options such as: Location, Applicant Type, Birthday, Active Policy Status (Active, Inactive), and Policy Type. We are also introducing new relative date filters for Birthday, Policy Effective Date, and Expiration Date. These new filters in combination with the Update Frequency of 'At Schedule' of Campaign, ensure the recipients in the list to be the most up to date prior to sending the campaign and reduce the need to recreate the same list multiple times.
- Save and Reuse Lists: Once the desired recipient list is created, you can save it and easily reuse it for future campaigns, reducing the need for constant list generation.
Accessing Recipient Lists
With just a few steps, you can quickly build and reuse lists, making email campaigns faster and more efficient.
1. To access the new Recipient List feature, hover over the Communication Center icon.
2. Under the Email Campaigns section, choose Recipient List. This will take you to the new Recipient List page. This will initially be empty since you have not created any lists yet.
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3. Select the Create New Recipient List button. This will take you to the new Create New Recipient List page.
Please note, Recipient Lists can also created from within the Email Campaign workflow. More on this later in the article.
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Creating a Recipient List
To create a Recipient List, the page is divided into four sections, guiding you through the process step by step.
List Details
This section determines the name of the list and who in your agency has access to view and edit the list. It also determines the segment of customers the list will be able to see.
1. Input a unique List Name. This is a mandatory field and must be unique to avoid duplications. Optionally, you can also input a description like the purpose of your list.
2. Note the green information box. This box let's you know who in your agency will have access to this list as well as dictates the segment of customer accounts the filters will be applied to. This is crucial because users with access to this list will have access to view and edit.
This access is determined by the Branch Name field. You can change this access, by selecting the Branch Name field to open the dropdown, and choosing the respective agency location you'd like to have access to this list. By default, the Branch Name field will be the agency you are located at.
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List Update Frequency
This section determines whether your list remains static or dynamically updates based on campaign scheduling. You can choose only one option. Choose carefully based on whether you want a fixed list or a dynamic list that updates over time.
- Never – The list remains locked, meaning campaigns will always be sent to the same recipients originally saved.
- At schedule of campaign – The list automatically updates each time the campaign is scheduled, ensuring recipients always meet the latest filter criteria. It's important to note that the list will not refresh between steps, it will only refresh when the campaign is first scheduled.
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Applicant Filters
In this section, you will apply the desired filters such as location, or birthday to identify your recipients.
We've added a new Relative Filter Option which ensures you can precisely target the right recipients for your email campaigns, giving you full control over your audience selection. In the Applicant Filters section, the new Relative Filter option is the Date of Birthday field. It allows you to filter recipients based on the birthdays that are: Today, Tomorrow, or 30 days from Today. Since this filter doesn't have a set date, you don't have to recreate the same list multiple times.
| Screenshot | Field Name | Definition |
|---|---|---|
 | Has Email | Checkbox to filter customers with or without an email address. This is checked by default but by unchecking this option, you can see which applicants meet the other criteria but do not have an email address on file. |
 | Applicant Type | Choose between Prospect/Lead, Active Client, Inactive Client, Unknown or all. |
 | Account Type | Choose Personal, Commercial, or both. |
 | Branch Name | This field will default to your location. It dictates who has access to the list, and the segment of customers that the filters will apply to. Please note, whoever has access to the list will be able to view and edit. |
 | Relation | Choose Insured, Co-applicant or both. |
 | Assigned Producer | Select recipients based on their assigned producer. |
 | Date Created | Filter customers by when their accounts were first created using a range of dates. |
 | Date Last Modified | Filter customers based on the last time their customer details were updated using a range of dates. |
 | City | A free-text field where you manually enter the city name. Please note, only one city name at a time is allowed in this field. Entering in multiple cities will cause the list to be unable to find anyone. |
  | State | A dropdown to choose a specific state. |
 | Zip Code | A free-text field where you manually enter the zip code. Please note, you can add multiple zip codes to this field by pressing enter at the end of the entry. Enter the Zip Code carefully, as incorrect entries will result in errors. |
 | Date of Birthday | New Relative Filter Option: Choose to filter recipients with birthdays on: Today, Tomorrow, or 30 Days from Today |
 | Birthday Month | Target Recipients with birthdays in a specific month. |
 | Age From | Define the minimum age of the recipients. |
 | Age To | Define the maximum age of the recipients. |
Policy Filters
In this section, you will apply the desired filters based on policy-related details to identify your recipients.
We've added a new Relative Filter Option which ensures you can precisely target the right recipients for your email campaigns, giving you full control over your audience selection. In the Policy Filters section, the new Relative Filter options are the Effective Date and Expiration Date fields. These fields allow you to choose the Effective Date Custom Range option which gives you the ability to input a number and decide between Days Ago or Days from Today. Using these filters in this way means you don't have a set date. Because there is no set date, you don't have to recreate the same list multiple times.
| Screenshot | Filter Name | Description |
|---|---|---|
 | Include Line of Business | Choose specific lines of business to include. If you apply multiple LOBs, the system will use an AND search logic, meaning all selected LOBs must be present for the customer to be on the list. |
 | Exclude Line of Business | Choose specific lines of business to exclude. If you apply multiple LOBs, the system will use an AND search logic, meaning none of the selected LOBs must be present for the customer to be on the list. |
 | LOB Origination Date | Filter policies based on their original state date. |
 | Master Company | Filter recipients by the master company associated with the policy. |
 | Writing Company | Filter recipients by the writing company associated with the policy. |
  | Effective Date > Effective Date Range | Filter recipients by their policy effective date using a range of dates. |
  | Effective Date Custom Range > No. of Days and Days | New Relative Filter Option: Filter recipients by their policy effective date using the new relative filter option by choosing:
|
  | Expiration Date > Expiration Date Range | Filter recipients by their policy expiration date using a range of dates. |
  | Expiration Date Custom Date Range > No. of Days and Days | New Relative Filter Option: Filter recipients by their policy expiration date using the new relative filter option by choosing:
|
 | Policy Status | Select from active, inactive, and unknown. |
 | Policy Type | Filter based on whether the policy is personal or commercial. |
 | Transaction Type | Define policies by their transaction type. |
 | Rating State | Choose the specific state associated with the policy. |
Reviewing Your Recipient List
This step ensures that all applied filters are correctly set and your recipient list meets your criteria before saving. It provides a final verification layer to confirm that everything looks right.
1. When you are ready to begin reviewing your Recipient List, select Review List on the bottom-left. This will take you to the final step of creating a recipient list.
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2. Displayed at the top will be the List Name, Description, and Access Info. You can edit the List Name and Description directly from this page. If you would like to update the Access Info, please use the Go Back button at the bottom-left to go back to the previous step and adjust the Branch Name filter.
3. In the middle, you can see a preview of recipients. You can search for specific recipients within the list to spot check results. Recipients can be opened in a new tab by clicking on their name to verify details match the applied filters. The Recipient Table includes:
- Recipient Name
- Address
- Applicant Type (Personal/Commercial)
All of these columns are sortable by selecting the column header once for (A-Z) and selecting again for (Z-A).
4. Displayed above the preview of recipients are the filters applied.
- If only one selection is applied for a given filter, it will display the chosen filter option (i.e. Relation: Insured).
- If two ore more selections are applied, it will only display the number of selections instead of listing our all the chosen options (i.e. State: 2 Selected). To view the full selection details for filters with two or more selections, please use the Go Back button in the bottom-left to go back to the previous step.
5. At the bottom of the page, you will find both the page navigation options if the list contains multiple entries and the available actions:
- Save: Saves the recipient list for future use in email campaigns.
- Go back: Take you back to the previous step if you need to check or adjust filters.
- Cancel: Exits the page without saving any changes and returns you to the Recipient List page.
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6. By following this structured review process, you can ensure accuracy and confidently finalize your recipient list for an email campaign by selecting the Save button.
Managing Recipient Lists
Once you’ve saved your recipient list, you can edit only the name and description, if necessary. If you need to edit the filters, you’ll need to create a new list and ensure the correct filters are applied during the creation process.
1. To Edit the list name or description, select the Actions icon.
2. Choose Edit. This will open the Edit Recipient List window where you can make changes and select Save.
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Additionally, if you decide you no longer need the list, you have the option to delete it from the system. This list will no longer be available for future campaigns, but active campaigns will not be affected. A prompt will appear asking: “Do you want to permanently delete this recipient list?” This ensures you’re aware of the consequences before permanently removing the list.
1. To Delete a list, select the Actions icon.
2. Choose Delete. This will open the confirmation window where you can select Delete to permanently remove the list.
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Finally, you can view the Recipient List which provides you with the Recipient Table like you saw on the Review Step.
1. To View a Recipient List, select the Actions icon.
2. Choose View. This will take you to a new page where you can view the Recipient Table. Please note, you can also Edit and Delete from this page as well.
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Using the Created List in Email Campaign Workflow
Once you’ve created your recipient list, here’s how to use it in your Email Campaigns. Keep in mind that regardless of which workflow you are currently using, only one list can be selected per campaign.
Current Email Campaign Workflow
When you create a new campaign in the current Email Campaign workflow, the first step of the workflow is Recipients. In this step, you will see all the new Recipient Lists you’ve created under the Recipient List section instead of your Saved Reports.
You can either select an existing list or choose Create New Recipient List to be redirected to the list creation form. If you decide to create a new list, the system will guide you back to the email campaign workflow, and your newly created list will automatically be added to the top for you to select.
BETA Email Campaigns Workflow
If you are helping us BETA test our new email campaigns workflow, the second step of the workflow is Add Recipients. In this step, you'll see all the new Recipients Lists you've created under the Recipient List section instead of your Saved Reports.
You can either select an existing list or choose Create New Recipient List to be redirected to the list creation form. If you decide to create a new list, the system will guide you back to the email campaign workflow, and your newly created list will automatically be added to the top for you to select.
Practical Application
With this update, we are moving toward a more intuitive, streamlined email marketing experience that drives success.
- Targeted Campaigns: Agents can create and save custom recipient lists based on various criteria, allowing for more targeted and personalized email campaigns. Some of the most common examples are:
- Cross Sell: These campaigns let you cross sell different policies to customers that don't currently have a particular line of business. For example, you could make a campaign that has a Recipient List of customers that have a Home policy but not an Auto policy. For Cross Sell campaigns, we recommend using the Include and Exclude Line of Business filters so you can make sure you target the right audience.
- Monthly Newsletter Campaigns: These campaigns let your customers know about any insurance news that might effect their policies, changes at your agency such as new payment software/workflow, or upcoming holiday hours. For Monthly Newsletter Campaigns, we recommend using Branch Name, Account Type, and/or the Line of Business filters so you can make sure you target the right audience for your Recipient Lists.
- Google Review Campaigns: These campaigns are a great way to ask your customers to leave a Google Review for your agency since reviews are so important for your agency's online presence. For Google Review Campaigns, we recommend using Applicant Type and Policy Status filters to make sure you target all your active clients with active policies for your Recipient Lists.
- Streamlined Workflow: Agents can quickly select an existing list or create a new one within the email campaign creation process in both EZ4 and EZ5, improving campaign efficiency.
- Full Control: Agents have the flexibility to review, edit, or delete recipient lists as needed, ensuring they maintain accurate and up-to-date recipient data for better campaign outcomes.
We hope you are excited for this new feature and look forward to our future releases. Please let us know if this article was helpful in learning about the new feature by answering the question below. Check out our related articles on the right-side of the page to learn more about EZLynx
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