Using Company Smart Lists

Introduction to Company Smart Lists

Company Smart Lists provide a powerful way to save and reuse customized views of your company data within the CRM. By preserving your specific filter criteria, sort order, and field selections, Smart Lists eliminate the need to rebuild the same search configuration repeatedly. This feature is particularly valuable for teams that rely on consistent account views, such as sales managers monitoring key accounts or customer success teams tracking accounts due for renewal.

What Are Company Smart Lists?

A Company Smart List is essentially a saved snapshot of how you want to view your company records. Instead of manually applying the same filters and settings each time you need to review a specific segment of companies, you can create a Smart List that automatically displays the desired results. For instance, you might create Smart Lists for companies with high revenue, accounts in a particular industry, or organizations assigned to specific team members.

Key Benefits

• Save time by reusing predefined company views without manual configuration
• Maintain consistency in how different team members access and review company data
• Share standardized views with colleagues to ensure everyone works from the same data perspective
• Export filtered data directly from your saved Smart List configurations

Creating a Smart List

To create a new Company Smart List:

1. Navigate to the Companies section within your CRM
2. Click the +List button to begin creating a new list
3. Apply your desired filters, sort settings, and field selections
4. Provide a descriptive name for your Smart List
5. Save your configuration

Your new Smart List will now appear in your available lists for future use.

What Information Is Saved in a Smart List?

Each Smart List preserves the complete configuration of your company view, including:

• All advanced filter criteria you've applied
• The sort order you've specified
• The specific fields you've chosen to display

When you open a Smart List, it will show current company data that matches your saved criteria, ensuring you always see up-to-date information.

Editing an Existing Smart List

You can modify any Smart List you have created:

1. Open the Smart List you wish to edit
2. Make changes to filters, sorting, or visible fields
3. When changes are detected, the system will indicate that you have unsaved modifications
4. Choose to either:
   • Save - updates the existing Smart List with your changes
   • Save as new smartlist - creates a new Smart List while preserving the original
   • Discard Changes - reverts to the previously saved version

Duplicating a Smart List

If you need to create a similar Smart List with minor modifications:

1. Open the Smart List you want to duplicate
2. Click the Customize list option
3. Select Duplicate from the available options
4. Provide a new name for the duplicated list
5. Save the new Smart List

This approach is helpful when creating variations of a list for different teams or purposes.

Exporting Company Data from a Smart List

You can export the companies displayed in any Smart List:

1. Open the desired Smart List
2. Click Customize list
3. Select Export
4. The system will generate a file containing all companies that match your Smart List criteria

Managing All Smart Lists

To view and manage all your Company Smart Lists in one location:

1. Go to the Companies section
2. Click the three-dot menu in the top-right corner
3. Select Manage Smart lists

This management page displays important details about each Smart List, including its name, sharing status, creator, and last modification date. Use this central location to organize your Smart Lists and review their sharing settings.

Sharing Smart Lists with Other Users

Smart Lists can be shared with other users in your account:

1. Open the Smart List you want to share
2. Click Customize list
3. Select Sharing & Permissions
4. Choose whether to share with all users or specific individuals
5. Assign appropriate permission levels:
   • Can view - allows users to open and use the Smart List
   • Can edit - allows users to modify the Smart List configuration
6. Save your sharing settings

You can also copy a direct link to the Smart List for easy sharing.

Deleting a Smart List

To remove a Smart List that is no longer needed:

1. Open the Smart List you wish to delete
2. Click Customize list
3. Select Delete List
4. Confirm the deletion

Exercise caution when deleting Smart Lists, especially those shared with other users, as this action cannot be undone.

Frequently Asked Questions

Do I need to enable Company Smart Lists before using them?

Yes, this feature must be enabled in your account settings before you can create or use Company Smart Lists.

What settings are preserved in a Smart List?

Smart Lists save your filter criteria, sort order, and field display preferences.

Can I share Smart Lists with other users?

Yes, you can share Smart Lists with all users or selected individuals in your account.

What's the difference between "Can view" and "Can edit" permissions?

"Can view" allows users to access the Smart List, while "Can edit" permits them to modify its configuration.

Can I duplicate an existing Smart List?

Yes, use the Duplicate option from the Customize list menu to create copies of existing Smart Lists.

Can I export company data from a Smart List?

Yes, the Export function allows you to download the companies displayed in any Smart List.

Do Smart Lists update automatically?

Yes, Smart Lists reflect real-time data, automatically including or excluding companies as their field values change.

Where can I see all my Smart Lists in one place?

Use the Manage Smart lists option available from the Companies section to view all your Smart Lists.