Camino Group  ·  Tech Stack Tips & Tricks

Mass Movements Made Easy

Hotlists, Jobs & Dynamic Lists

A fast reference guide for working with hotlists and dynamic lists in the CRM, follow the steps below to action mass movements in seconds.

Why it's worth knowing

Stop doing it one by one

Emailing, adding to a job, or submitting a targeted introduction, all of it can be done for an entire list in one action instead of contact by contact.

Hotlists vs. Dynamic Lists

Hotlists are lists you build and curate yourself. Dynamic Lists are saved searches that update automatically as new records match your criteria, both support the exact same mass actions.

Mass emailing

Send one email to an entire hotlist

  • 1Go into your hotlist
  • 2Select all
  • 3Look to the bar of options at the top left
  • 4Click "Email"

How to mass email a Hotlist  ·  open video in a new tab

Mass adding hotlists to a job

Attach every contact on a hotlist to a job in one go

  • 1Go into your hotlist
  • 2Select all
  • 3Look to the bar of options at the top left
  • 4Click "Add to Job"

How to mass add Candidates from a Hotlist to a Job  ·  open video in a new tab

Mass submitting targeted introductions

Send every contact on a hotlist as a targeted introduction

  • 1Go into your hotlist
  • 2Select all
  • 3Look to the bar of options at the top left
  • 4Click "Speculative CV"

How to mass send Targeted Introductions from Hotlists  ·  open video in a new tab

Mass adding dynamic lists

Turn a saved search into instant bulk action

  • 1Create your dynamic list
  • 2Select all
  • 3Look to the bar of options at the top left
  • 4Click one of the following:
  • a) Mass add to hotlist
  • b) Mass email
  • c) Mass add to job (from the dropdown arrow)
  • d) Mass submit targeted introductions (from the dropdown arrow)

Notes on mass actioning from Dynamic Lists

You can, with one limit to know about

Dynamic Lists are designed to be used as a "long list", so Salesforce doesn't anticipate users needing to select very large numbers of contacts at once, for example 900 contacts, to carry out actions like mass emailing, adding contacts to a job, or adding them to a hotlist. For performance and speed reasons, Salesforce has placed a limit of 200 contacts that can be selected at one time.

Still available directly from a Dynamic List

  • Mass email
  • Add to job
  • Add to hotlist
  • Mass code
  • Submit targeted introductions

If you need to action more than 200 contacts, you'll need to do this in batches of up to 200 at a time.

See it in action

Mass selecting in ATS, and mass emailing by stage

Job status doesn't matter here, this works the same whether the job is open or in progress. The video also shows how mass emailing lets you target just a specific group of people at a particular stage, rather than everyone on the list.

Mass selecting candidates in ATS and mass emailing by stage  ·  open video in a new tab

Tip

Dynamic lists update automatically as records match your search criteria, build one once and reuse it for every mass action.

What's in it for you

  • Minutes, not hours: one action reaches an entire hotlist instead of working through contacts one at a time.
  • Build once, use forever: a dynamic list keeps working for you long after you've created it, no rebuilding the search each time.
  • Fewer missed contacts: mass actions mean nobody on the list gets accidentally skipped.
  • More time for the work that matters: less admin clicking, more time on the desk.

Want the full leaflet to keep for reference?
The source document is available on SharePoint.

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