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How to Create & Manage Smart Lists

A Smart List is a dynamic contact segment that updates automatically whenever a contact meets or stops meeting the conditions you define. Unlike a static export, a Smart List recalculates itself continuously, so the right contacts are always in the right list without any manual maintenance.

Smart Lists live under Contacts → Smart Lists and are accessible from the tab bar at the top of the Contacts section.

Why Smart Lists matter

Section titled “Why Smart Lists matter”
  • Save time — segmentation happens automatically rather than through manual list edits.
  • Improve targeting — group contacts by behavior, lead status, engagement level, or any custom field.
  • Power workflows — trigger automated sequences based on Smart List membership.
  • Stay organized — keep hundreds of contacts manageable by surfacing only the relevant subset at any moment.

How Smart Lists work

Section titled “How Smart Lists work”

Each Smart List stores a set of filter conditions. Every time the list is viewed, the system evaluates all contacts against those conditions and returns only matching records. Contacts are added or removed in real time as their data changes — no manual refresh required.

You can filter by tags, custom fields, engagement activity, opportunity stage, DND settings, and more. Multiple filters can be combined using AND/OR logic for precise segmentation.

Creating a Smart List

Section titled “Creating a Smart List”

The Contacts list view showing the Smart Lists tab bar at the top and the Add smart list option alongside existing saved lists

  1. Go to Contacts → Smart Lists.
  2. Click + Add smart list in the tab bar.
  3. In the filter panel that appears on the right, search for and select one or more filter fields.
  4. For each field, choose an operator and enter a value, then click Apply.
  5. To require an additional condition (AND logic), add a nested filter. To allow an alternative condition (OR logic), add another top-level filter.
  6. Review the filtered contact results, then click Create at the bottom of the screen to save the Smart List.

Give the list a descriptive name so your team can identify it at a glance.

Modifying an existing Smart List

Section titled “Modifying an existing Smart List”
  1. Go to Contacts → Smart Lists and click the Smart List you want to edit.
  2. The Customise List panel appears on the right side of the screen.
  3. Click Advanced Filters to view the current filter conditions.
  4. To change a filter, click the pencil icon. To remove one, click the dropdown arrow next to it and select remove.
  5. Click the Save icon to store your changes.

Managing Smart Lists

Section titled “Managing Smart Lists”

The management panel lets you copy, share, rename, and delete Smart Lists.

  1. Go to Contacts → Smart Lists.
  2. Click the three-dot (⋮) menu next to the Add Contact button.
  3. Select Manage Smart Lists.
  4. In the Actions column next to each Smart List, use the icons to:
    • Copy — duplicate the list with its filters intact.
    • Share — make the list visible to all account users (global) or keep it private (local).
    • Rename — edit the Smart List name.
    • Delete — permanently remove the Smart List.

Reordering columns

Section titled “Reordering columns”

The contacts table showing the column management control with draggable field rows and visibility toggles for customizing the Smart List layout

Smart Lists support drag-and-drop column management so you can surface the most important fields without clutter.

  1. Open the Smart List you want to configure.
  2. Click the column/field management control near the top of the table.
  3. Drag columns into your preferred order. Toggle visibility to show or hide individual fields.
  4. Close the column manager — the new layout applies immediately.

After reordering, save the Smart List again to persist the column layout. If you navigate away without saving, the list reverts to the previously saved column order.

Frequently asked questions

Section titled “Frequently asked questions”

Can I manually add a contact to a Smart List? No. Contacts are added and removed automatically based on the filter conditions. To include a contact, update their data so it matches the list’s filters (for example, add the relevant tag).

Can non-admin users manage Smart Lists? Users need Settings access to manage Smart Lists. This is a known limitation.

Can all users see a Smart List I create? By default, a new Smart List is private to its creator. Use the Share option in Manage Smart Lists to make it available account-wide.

Can Smart Lists be moved between accounts? Smart Lists cannot be transferred between accounts or included in snapshots at this time.