How to manage lists and contacts

Organize contact and company databases for campaigns and agents

The Lists module is where you organize your contacts and companies in Nuvia.

Available on: all plans.

Who can do it: any user with access to the Lists module.

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What you need before you start

• Access to the Lists module in the sidebar

• (To import a CSV) A .csv file of up to 10MB and up to 1,000 rows

Key concepts

• Lists are static: a list is a snapshot of the moment it was created. New contacts that would match the same criteria in the future aren't added automatically. To keep the list up to date, repeat the add operation periodically.

• Two object types: a list is always of People (contacts) or Companies (organizations).

• Records aren't duplicated: the list only references the record; the contact's data isn't copied. If the contact is updated (name, phone, email), the list reflects the change automatically.

Create a list

There are 3 ways to create a list. Choose the one that best fits your case.

Option 1 – Empty list

Use it when you want to start from scratch and add contacts later.

1. In the sidebar, click Lists

2. Click New list

3. In the modal that opens, fill in:

   • Name – required (up to 100 characters)

   • Object type – Contact or Company

   • Description – optional

4. Click Create list

The list is created right away with the Ready status and no records.

Option 2 – From search results

Use it when you've applied filters in Search and want to save the results as a list.

1. Open the Search module and apply the filters you want

2. Select the records (individually or all on the page)

3. Click Add to list

4. Choose Create new list and name it, or pick Select existing

5. Click Save

For the full step by step, see How to create lists from search results.

Option 3 – CSV import

Use it when you have an external spreadsheet with contact data.

1. Inside a list, click Import / Export > Import CSV

2. Upload the file and follow the 5 steps.

Option 4 – Add records manually

Use it when the contact already exists on the platform and you want to add it to a specific list.

1. Open the list you want

2. Click + Add contacts

3. Use the search field to find records by name or other attributes

4. Use the advanced filters to refine the results, if needed

5. Check the records you want or choose Select all on this page.

6. Click Add

You'll see a confirmation message like: “X contact(s) added successfully!”

If a record was already in the list, the message will say: “X contact(s) added. Y already existed in the list.”

Remove records from the list

1. In the list table, hover over the record's row

2. Click the “⋯” icon that appears on the right

3. Select “Remove”

4. Confirm in the confirmation modal

Manage columns

Lists show contact or company data as columns in the table. You can customize which columns appear and add columns with extra data.

Add a column

1. In the list table, click the Add column button in the top-right corner

2. Choose the column type:

   • Record field – mirrors a native attribute of the contact or company (e.g. Email, Phone, CNPJ)

   • Custom field – a custom field already set up on the platform (see How to use custom fields)

   • Custom column – a new column exclusive to this list

3. For custom columns, set the data type:

Column options

Click the ⌄ icon in any column header to open the options:

Use views to segment data

Views are named saved filters. They're useful for creating reusable segments within a list without creating separate lists.

Create a view

1. Apply filters to the list with the Filters button

2. Click Create new view

3. Name the view and confirm

View settings

Click View to open the View settings panel, where you can:

• See the Shown columns and Hidden columns

• Reorder the columns

• Add or remove columns from the view

Sorting

Click Sort to set how records are sorted in the table. You can add multiple sort columns.

Use the list in campaigns

To use a list as a campaign audience:

1. In the Campaigns module, select the campaign you want

2. In the audience step, select the list you created as the source

Important rules:

• The list is used as a snapshot at the time of enrollment. Contacts added to the list later aren't added automatically to the campaign

• The list isn't locked after it's linked to a campaign and can still be edited

• For WhatsApp campaigns, make sure the list has contacts with a phone number filled in

Limits and rules

Common errors and solutions

Frequently asked questions