Smart Lists: Create & Use

Purpose: Smart Lists are saved filters that automatically show contacts matching your criteria. Use them to build follow-up queues, marketing segments, or any recurring view you need quick access to.

Before You Begin

All users (Owners, Admins, and Members) can create, edit, and share Smart Lists.

Accessing Smart Lists

1. In the left navigation, click Smart Lists.
2. The navigation panel shifts to show:
   • New Smart List — Create a new Smart List
   • All Smart Lists — View and manage existing Smart Lists
   • Manage Collections — Organize Smart Lists into groups
3. Below these options, you'll see all existing Smart Lists and Collections.

Creating a Smart List

There are two ways to create a Smart List:

Option 1: Start with a Name, Then Add Filters

1. Click Smart Lists in the left navigation.
2. Click + New Smart List.
3. In the Create Smart List modal:
   • Enter a Name (required)
   • Add a Description (optional)
   • Select a Collection to organize it (optional)
   • Choose which Visible Columns to display
4. Click Create.
5. You'll land on the Smart List showing all contacts. Click Filters (top right).
6. Click + Add New Filter Group.
7. Click the New filter dropdown and select a field to filter by.
8. Choose your condition and value.
9. Click Apply Filters.

Option 2: Start with Filters, Then Save as Smart List

1. Go to All People .
2. Click Filters (top right).
3. Add a Filter Group and build your filters.
4. Click Apply Filters.
5. Click the + Create new smart list with current filters button that appears.
6. Fill in the Name, Description, Collection, and Visible Columns.
7. Click Create.

Adding Filters

1. Click Filters (top right of the list).
2. Click + Add New Filter Group.
3. Click the New filter dropdown.
4. Select a field from the categories:
   • Basic Contact Info (Name, Email, Phone, Stage, Tags)
   • Engagement Metrics (Engagement Score, Timeframe)
   • Communication History (Last Contact Date, Texts Sent, Calls Made)
   • Activity Tracking (Has Notes, Has Tasks, Has Appointments)
   • Property/Website Activity (Viewed Property ID, Visited Page URL)
   • Assignment & Source (Assigned To, Pond, Source)
   • Timestamps (Created At, Days Since Created)
   • Event Tracking (Last Event Date, Total Events Count)
   • Custom Fields (any fields you've created)
5. Choose a condition (varies by field type—see examples below).
6. Enter or select a value.
7. Click + Add Condition to add more filters (they combine with AND by default).
8. Click Apply Filters.

Common Filter Examples

Goal	Field	Condition	Value
New leads only	Stage	Include	New Lead
Has phone number	Phone	Is Not Empty	—
Created this week	Days Since Created	Is Less Than	7
Created recently	Created At	In the Last	7 Days
Assigned to me	Assigned To	Equals	[Your name]
Specific source	Source	Equals	ez Home Search

Customizing Columns

Choose which columns display on your Smart List:

• When creating: Select columns in the Visible Columns section
• After creating: Click Columns (top right) to show/hide columns

Sharing a Smart List

1. Open the Smart List.
2. In the toolbar, click the Share button (curved arrow icon).
3. Choose:
   • Private — Only you can see it
   • Everyone — All team members can see it
   • Select people — Choose specific team members

Smart List Toolbar

Icon	Action
Phone	Create Call List
Envelope	Send Newsletter
Contact card	Create Newsletter List
People	Bulk Actions
Download	Export
Copy	Copy Smart List
Curved arrow	Share Smart List
Trash	Delete Smart List

Editing a Smart List

1. Open the Smart List.
2. Click Filters to modify criteria.
3. Make your changes.
4. Click Apply Filters to preview the results.
5. Click Update Smart List to save changes to the current list.

Want to create a variation instead? You have two options:

• Before editing: Use Copy Smart List from the toolbar, then edit the copy.
• After editing: If you've already made filter changes and want to save them as a new list, try navigating away. An Unsaved Filter Changes dialog will appear with options to:
  • Save to [current list] — Updates the existing Smart List
  • Create new smart list — Saves your changes as a brand new list
  • Discard changes — Abandons your filter changes

Tips

• Treat Smart Lists like queues. Work through them until empty, then move on.
• Name them clearly. Use descriptive names like "New Leads - Last 7 Days."
• Use Collections to organize. Group related Smart Lists for easier navigation.

Want More Advanced Filtering?

Smart Lists support complex filter logic with AND/OR conditions and multiple filter groups. See [Smart Lists: Understanding Filter Logic →] for a deep dive.

What's Next

Custom Fields: Setup & Use →