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Creating and Managing Smart Lists

This guide explains how to create and manage smart lists in the CRM alternatively known as segments in some systems.

Anthony Hautin avatar
Written by Anthony Hautin
Updated over 2 months ago

Why Use Smart Lists?

  • Save Time – Automate segmentation instead of manually updating lists.

  • Enhance Targeting – Group contacts based on behavior, lead status, or engagement.

  • Improve CRM Organization – Keep your contact list structured and searchable.

  • Power Automation – Use Smart Lists in workflows for automated actions.

This feature can be found under the Contacts tab → Smart Lists

Setting Up Smart Lists

Creating a Smart List is a simple process that allows you to automatically segment contacts based on specific criteria, instead of manually updating a list. Follow these steps to create your first Smart List:

  1. Go to Contacts > Contacts/Smart Lists and hit "More Filters."

  2. Pick one or multiple filters from the dropdown menu on the right side of your screen.

  3. After choosing a filter, input the necessary details and click “Apply” to secure your filter.

  4. To add more filters, select the “AND” option.

  5. To permanently save your filter(s) as a list, click “Save as smart list” at the bottom of your screen.

Managing Smart Lists

Smart Lists can be modified, filtered, and managed. You can apply different filters, adjust conditions, or even duplicate existing lists for more refined segmentation.

  1. To access your Smart Lists, go to the Contacts section and select a Smart List name from the top to open it.

  2. If you want to modify an existing Smart List, open it, and you'll see the saved filters for that list on the right-hand side.

  3. Select the trash can icon or the X. To modify a filter, click the pencil icon or the dropdown arrow to remove a filter. Use the Save icon to store your changes.

  4. You can manage your Smart Lists by navigating to "Manage Smart Lists" at the top right of the Contacts page. This area lets you duplicate, share, rename, or erase/delete a SmartList using the icons on the right.

Example of Creating Smart Lists

Create a list of all contacts that have never been or have not been contacted in the last 90 days.

  1. Go to Smart List > Go to All Tab

  2. Click More Filters

  3. Type 'Last Activity' in the text box, which shows 'Add Filter.' You will see the 'Last

  4. Activity' filter as one of the options

  5. Select the last activity filter. Once it is added. Click the 'More Than' radio button.

  6. Type in 90 days

  7. Click on the column's dropdown. Select the Last Activity column

  8. Press the + icon to name & save this list

Frequently Asked Questions

Q: Can Smart Lists be shared with others?

  • Yes, you can share Smart Lists. Go to 'Manage Smart Lists' and click the 'share' button to do this.

Q: Can I manually add existing contacts to an existing Smart List?

  • No, contacts are not manually added to Smart Lists. They are added automatically based on the filters and conditions set.

Q Can users manage smart lists without having 'settings' access?

  • Users cannot manage their smart lists without having 'settings' access. This issue has been added to the roadmap for future updates.

Q: Is there a way to see who created and shared a smart list?

  • No it does not log information about who created and shared a smart list.

Q: Can all users see Smart Lists or just the user that created them?

  • Smart Lists are created at the user level, not at the location level. However, with "global versus local" Smart Lists, users can now push their Smart Lists to the full account, making them visible to all users.

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