List Builder

The List Builder generates targeted prospect lists based on strategic criteria — a structured way to pursue specific market segments before a signal is even in hand.

Navigate to Lists in the left navigation and select "Build from Civic IQ".

Expiring Contracts

Builds a list of agencies currently holding contracts with a specific competitor, with renewal dates mapped out.

How to build this list:

1. Select the Expiring Contracts template
2. Choose a competitor from the dropdown
3. Select target states, or leave blank for a national view
4. Check Contracts and POs, uncheck Meeting Mentions; name the list and click Create

Each list has three views. List view helps you in compiling information.

The resulting list shows each matching agency alongside a contract timeline. You can add new columns to the lists. The most common are the contact columns.

1. Create a new column and select Contacts
2. Click on "Import Contact Columns from Saved Personas"
3. Add Column Name
4. Click on Run 10 Rows

Timeline view helps in tracking competitor contracts.

• Red bar — the contract has already expired or is past its end date
• Yellow bar — the contract is expiring within the next few months
• Green bar — the contract still has significant time remaining

Hover any bar for the exact expiry date and contract value.

Switch to Map view if the team is organized by territory.

Running Rows

Every column you add to a list — Contacts, AI Insights, or Custom AI Prompt — needs to be "run" before it populates with data. The blue Play button at the top of each column tells the platform to fetch or generate that column's data.

Run options:

• Run first 10 rows — quick preview; generates data for the first 10 agencies only. Good for confirming a column is pulling the right information before committing to a full run.
• Run first 100 rows / Run current page — pulls a larger batch. Recommended for columns like Contract Expiry, since running too few rows can leave gaps where data hasn't loaded yet.
• Run all rows — populates the entire list. Takes several minutes on larger lists (some client lists run 500–800+ agencies), so expect a short wait.
• Show 10 Rows / Show 20 Rows — a separate dropdown that controls how many rows display per page, independent from how many rows have actually been run.

Because lists are dynamic and refresh as the underlying database updates, re-run a column periodically to keep it current — this matters most for Contract Expiry, since it feeds directly into the Timeline view.

Tip: For large lists, start with Run first 10 rows to confirm the column looks right, then scale up to 100 or all rows.

Build an Expiring Contracts list for each of the top two or three competitors. Prioritize red and yellow agencies and initiate contact 90–120 days before renewal — these organizations are already in evaluation mode, and early engagement makes a significant difference in win rates.

New Decision Makers

Newly appointed government officials and administrators are among the most receptive audiences for a vendor conversation, since they aren't yet tied to previous vendor relationships. This template identifies recently hired or appointed decision makers matching a given set of role keywords.

How to build this list:

1. Select the New Decision Makers template
2. Enter relevant role keywords (e.g. fleet director, IT manager, public works administrator, procurement officer)
3. Set a date range — the past 12 months is a practical starting point
4. Create the list

Each row can be enriched with a Context column pulling in the job titles configured under Target Persona, and rows without enough public detail can be filled with Expand Search. Contacts flow straight into Add to Sequence — though each job title currently needs to be generated and enrolled individually rather than bulk-selected across multiple titles at once.

Build with AI

Not every use case fits a pre-built template like Expiring Contracts or New Decision Makers. Build with AI lets you describe the list you want in plain language instead — think of it as ChatGPT or Claude, but for list creation inside Civic IQ.

How to build a list this way:

1. Navigate to Lists and click Build with AI (blue button, next to Build from Civic IQ)
2. Type a prompt describing the list you want — e.g., "agencies that have received grant funding for Breakfast in the Classroom programs in the US"
3. Review the AI-generated prompt suggestions. These refine your request into a clearer query; use one of them or stick with your original wording
4. Click Build with AI to generate the list. After a short load, you'll land on the familiar settings page — but pre-filled with the keywords, states, and other parameters the AI inferred from your prompt
5. Review and adjust anything you want to change (uncheck a state, remove a keyword, add a date range), then click Create List

Once created, add a Contacts column and run rows the same way as any other list.

When to use it: Competitor and decision-maker tracking still work best with the dedicated templates. Build with AI shines for anything more specific that doesn't map to an existing template — grant recipients, agencies discussing a niche topic, or agencies that look like an existing client.

Sharing tip: Once any list is built (AI-generated or template-based), click the Share icon next to the pencil/edit icon, toggle Share with Organization, and set permission to Editor so teammates don't rebuild the same list from scratch.