Smart Lists

Smart Lists are dynamic contact segments that update automatically based on filters you define. Unlike static lists requiring manual updates, Smart Lists continuously adjust in real-time as contacts meet or stop meeting your criteria. This automated segmentation saves hours of manual work while keeping your targeting accurate and current.

What Smart Lists Do

Smart Lists filter your contact database using conditions like tags, custom fields, engagement activity, opportunity stages, and dozens of other criteria. Lists update in real-time when contact data changes, automatically adding or removing contacts as they meet your conditions.

The filter builder supports AND/OR logic for complex queries. You can combine multiple conditions (contact has tag “Customer” AND opened email in last 30 days) or alternative criteria (has tag “Lead” OR has tag “Prospect”). Filter groups let you nest logic for sophisticated segmentation.

Access Smart Lists at Contacts > Smart Lists. From here you can view, create, edit, and manage all your saved segments. Each list supports custom column views, drag-and-drop reordering, and adjustable display density (20, 50, or 100 contacts per page).

Filter Options

Smart Lists support a wide range of filter types:

Contact Information: Name, email, phone number, address, city, state, zip code, company name, job title, custom field values.

Engagement Metrics: Last activity date, email opens and clicks, SMS engagement, form submissions, website visits, workflow activity.

CRM Data: Tags (has or does not have), opportunity stage, pipeline position, lead source, contact type, contact status.

Time-Based Filters: Created date, last contacted date, last activity (more than or less than X days), appointment dates, renewal dates.

Apply multiple filters using AND logic (all conditions must be met) or OR logic (at least one condition must be met). Combine filter groups for layered segmentation like “Customer AND (opened email OR clicked link)”.

Campaign and Workflow Integration

When you schedule an email or SMS campaign to a Smart List, the recipient list is evaluated at send time, not when scheduled. New contacts meeting your criteria before the send are included automatically. Contacts no longer meeting conditions are excluded. This keeps targeting accurate even when campaigns are scheduled days or weeks in advance.

Use Smart Lists as workflow entry triggers or conditional branches. Trigger workflows when contacts enter a specific list, use list membership to create decision branches, or automatically update tags when contacts meet list criteria.

Apply bulk actions to everyone in a Smart List: add or remove tags, update custom fields, start workflows, export data, or delete contacts. Navigate to Contacts > Bulk Actions and select your Smart List to apply changes to all matching contacts.

Practical Examples

Inactive Contacts: Filter by Last Activity > More Than > 90 days to create a re-engagement segment. Use this list to trigger win-back campaigns or identify contacts for database cleanup.

High-Value Prospects: Combine Email Opened in last 30 days AND Has tag “Pricing Page Visited” AND Opportunity Stage “Proposal Sent” to identify hot leads ready for sales follow-up.

Customer Retention: Filter by Has tag “Active Customer” AND Custom Field: Renewal Date in next 30 days to automate renewal reminders and reduce churn.

Pro Tips

Naming Conventions: Use clear, descriptive names that explain the list’s purpose. Include time periods, status indicators, or segment types: “New Leads - Last 7 Days,” “Customers - Annual Plan,” “Inactive 90+ Days.” Avoid generic names like “List 1” or “My Contacts.”

Column Customization: Click the column management icon at the top of any Smart List to drag-and-drop columns into your preferred order. Add or remove fields to match your workflow. Changes save automatically to your list configuration.

Display Density: Use the contacts-per-page selector at the bottom right to show 50 or 100 contacts per page for faster scanning of larger lists.

Sharing with Team: Smart Lists are private by default. Share lists with your full account at Manage Smart Lists to make segments like “All Active Customers” or “Hot Leads” visible to all users. Standardize naming conventions across your team for easier collaboration.

Data Hygiene: Create Smart Lists for incomplete profiles (missing phone or email), bounced emails, disconnected numbers, or unengaged contacts. Use these lists for targeted cleanup or re-engagement campaigns to maintain database quality.

Common Questions

Can I manually add contacts to a Smart List?

No. Contacts are added automatically based on filter criteria. To add a contact to a Smart List, update their data (tags, custom fields, activity) so they meet the conditions. The list updates in real-time.

Who can see my Smart Lists?

Smart Lists are private to the creator by default (local). Share lists at Manage Smart Lists to make them visible to all account users (global). Users need “settings” permission to create, edit, delete, or share Smart Lists.

Do Smart Lists work with SMS campaigns?

Yes. Smart Lists work with email, SMS, and all campaign types. List membership is evaluated at send time to ensure accurate targeting, even if scheduled in advance.

What happens if I delete a Smart List used in a workflow?

The workflow loses access to that segment. Review active workflows before deleting Smart Lists to avoid disruptions. Check Workflows > search for the list name to identify dependencies.