Smart Lists Save Your Contact Filters So You Stop Rebuilding Them

A Smart List is a saved set of filters in your Contacts area. Instead of rebuilding a search every time, you filter once, save it under a name, and open it whenever you need it. Typical examples are contacts with a certain tag, contacts created in the last 30 days, or contacts who have no appointment booked.

A Smart List is not a fixed group of people. It runs its filters again each time you open it, so contacts appear and drop off as their tags, fields and details change. That makes it a working view of your database: today's new leads, customers waiting on a quote, or old contacts you have not spoken to in months. Once a list looks right, you can select contacts and use bulk actions, such as adding them to a workflow or applying a tag.

One detail makes it work: name each list for the question it answers, like "Quotes sent, no reply", not "List 2". Also check the contact count and open a few records before you run a bulk action, because the action applies to everyone you select. If a filter depends on a tag, make sure your workflows apply that tag consistently, or the list will quietly miss people.

How to use it

1. Go to Contacts > Smart Lists.
2. Click More Filters and add your conditions, such as a tag or a created date.
3. Open a few of the contacts shown and confirm they match what you expect.
4. Save the filters as a Smart List and name it for the question it answers.

Who it helps

Service business owners and office managers who search the same groups of contacts every week, and agency operators who build lists for clients.

Related: A well-built Smart List of quiet contacts is the starting point for a reactivation campaign.