How to Manage Data Lists and Records

Overview

Once you've imported data into CX Platform, the Manage dropdown is your control panel for working with that data list. It's where you check what came in, see how records have been validated, kick off the send, and clear things out when you're done.

The options you'll see in Manage change depending on where your data is in its journey. Before you've sent, you'll have the full set of tools — including the ability to re-run validation and trigger the send itself. After the send has gone out, the actionable options drop away and you're left with logs and a delete option for housekeeping.

Knowing what each option does (and when it appears) makes it much easier to spot issues early, keep your data clean, and stay on top of what's been sent.

Where to find these options
‍Open the data list you want to work with, then click the Manage button in the top right. The dropdown will show you everything that's available for that list at its current stage.

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Find the Manage menu in Lists

Before you can manage a data list, you need to open it. Here's how to get from your home screen to the Manage menu.

1. In the secondary navigation menu, click Lists to view all your data lists.
2. Find the list you want to work with. Use the search field or the filters at the top (status, channel, application, or date range) to narrow things down if you've got a lot to look through.
3. Double-click the list to open it or click the list icon on the far right of the list you have selected. You'll land on the Documents tab by default, showing all the records inside.
4. In the top right of the page, click the Manage button to open the dropdown. What you see in the dropdown depends on whether the list has been sent yet — we'll cover both views below.

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Understand your data import status

Every data list moves through a few stages from the moment it lands in CX Platform to the moment it's ready to send. The Status column on the Lists page tells you exactly where each one is up to.

Knowing what each status means saves you a lot of guesswork — you'll know straight away whether a list is good to go, still being checked, or needs attention before you can move forward.

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Manage your data before sending

This is where you'll spend most of your time when you're getting a campaign ready to go. Before the send happens, the Manage menu gives you everything you need to check your data, fix any issues, and trigger the send when you're confident it's good to go.

Here's what each option does:

• ‍Import log — a record of what was imported into the list. Use this to confirm the file came through as expected and to spot anything that didn't make it in.
• ‍Validation log — shows which records passed validation and which got flagged. This is the first place to check if something looks off — you'll see which rows had issues and why.
• ‍Send log — captures the outcome of any sends that have already happened from this list. If you've done a partial send or a test, the results will show up here.
• ‍Re-validate — runs validation again against the current data. Handy if you've corrected an issue at the source, updated your validation rules, or just want a fresh check before sending.
• ‍Send — triggers the communication to go out. This is not an immediate send. You will be presented with your send and scheduling options. Once you're happy with the data and the validation is clean, this is the button that takes things live.
• ‍Delete — removes the list entirely. Useful if the import was wrong, the campaign's been cancelled, or you simply want to start over.
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‍Sent records are protected
‍Once a record has been successfully sent, it can't be deleted from CX Platform. This keeps your send history intact for reporting, auditing, and compliance — so even if you delete the list a record belonged to, the sent record itself stays put.

Delete an individual record

Sometimes you only need to remove a single record from a list rather than the whole thing — maybe a recipient opted out at the last minute, or the data for one member came through wrong. Record-level deletion lets you tidy up specific entries without affecting the rest of the list.

This only works before the correspondence has gone out. Once a record has been sent, the Delete option won't appear on it — see Sent records are protected above for more on why.

Here's how to do it:

1. In the secondary navigation menu, click Lists, then open the list containing the record you want to delete.
2. In the Results view, find the record you want to remove and click to preview it.
3. In the preview, click Delete. A confirmation prompt will appear so you don't remove anything by accident.
4. Click Delete in the confirmation to permanently remove the record.

That's it — the record is gone, and the rest of your list stays untouched and ready to send.

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Manage your data after sending

Once the send has gone out, the Manage menu shifts to a quieter, audit-focused set of options. The actions that change your data — Re-validate and Send — drop away, because the communication has already left the building. What's left are your logs and the option to delete the list when you no longer need it.

Here's what you can still do:

1. ‍Import log — still available so you can look back at what was originally brought in. Useful for audits or troubleshooting after the fact.
2. ‍Validation log — keeps a record of how the data was validated before sending. A good reference if you ever need to confirm why a particular record was included or excluded.
3. ‍Send log — now populated with the full results of the send. This is where you'll check delivery outcomes, look for bounces, and confirm everything reached its destination.
4. ‍Delete — removes the list when you're finished with it. The send has already happened, so deleting the list won't affect what's gone out, but it will tidy up your workspace.

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What's available, and when

Here's a quick side-by-side so you can see at a glance what changes between the two stages: