Smart lists
Save the contact filters you use often as smart lists and share them with your team.
2 min read
A smart list is a saved contact filter. You set up a filter like "German-speaking implant leads" or "UK patients this month" once; the list keeps itself up to date and every new matching contact drops into it automatically. Each tab above the Contacts table is a smart list.
Creating a smart list
- On the Contacts screen, click More Filters. The filter panel opens on the right.
- Add your conditions, for example Tag is
implant, Country is Germany, Created is after 1 September. With several conditions, a contact must meet all of them. Click Add filter for more. - Once the table is filtered, click Save as Smart List, give it a name (e.g. Implant – DE) and save.
The list now sits as a tab above the table. Clicking it re-runs the filter on up-to-date data.
Tip
Use a consistent naming pattern: Treatment – Language or Source – Month. The team finds the right list instantly.
Useful smart list examples
| List | Conditions | Who uses it |
|---|---|---|
| New leads – today | Created = today | Sales team, fast first replies |
| Implant – DE | Tag = implant, Tag = de | German-speaking coordinator |
| Awaiting photos | Tag = awaiting-photos | Follow-up messages |
| No-show | Tag = no-show | Win-back calls |
| Assigned to me | Assigned to = logged-in user | Every team member |
Smart lists can also keep column choices and sorting: showing Treatment Interest and Preferred Language in the Implant – DE list, for instance.
Sharing a smart list
- Open Manage Smart Lists from the ⋮ menu in the top-right corner and click the share icon on the list you want to share.
- Choose the users to share it with.
- Confirm with Share.
Those users see the list on their own Contacts screen, but they see its contacts only as far as their permissions allow: a user restricted to their own contacts sees only their own contacts in a shared list too. See Restrict data access.
From the same screen you can rename lists, edit their filters or delete them. Deleting a smart list doesn't delete any contacts; it only removes the saved filter.
Bulk actions on a smart list
With a list open you can select all its contacts and run a bulk action: add a tag, assign, export. See Bulk actions.
Note
Smart lists are dynamic and driven by their filter conditions; you can't add contacts to them by hand. To get someone into a list, give them the matching tag.
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