Using Smart Lists in Opportunities

What Are Opportunity Smart Lists?

Opportunity Smart Lists allow you to save customized views of your pipeline data so you can quickly return to them later. Instead of recreating the same filters, sorting preferences, and visible columns every time you review your opportunities, you can save these settings as a named Smart List. This is especially useful for teams that regularly analyze specific types of deals, such as high-value opportunities, recently updated records, or deals that have been inactive for a period.

Key Benefits

Smart Lists help streamline your workflow and ensure consistency across your team. By reusing predefined views, you reduce setup time and maintain a uniform approach to pipeline management.

• Reusable Views: Save your filter, sort, and column settings once and reuse them anytime.
• Flexible Display: Create Smart Lists for both list (table) and board (Kanban) views.
• Pipeline Visibility: Choose whether a Smart List is available across all pipelines or only specific ones.
• Default Views: Set a Smart List as the default landing view for one or more pipelines.
• Team Collaboration: Share Smart Lists with all users or selected teammates.
• Access Control: Assign view-only or edit permissions based on user roles.
• Quick Export: Download the opportunities in a Smart List as a CSV file for reporting.

List and Board Smart Lists

You can create Smart Lists from either the list view or the board view. Both types are stored together in the Smart List section, making it easy to switch between them. Each Smart List is marked with an icon indicating whether it is a list or board view.

Board Smart Lists

Board Smart Lists display opportunities in a stage-based layout, ideal for visual pipeline management and tracking deal progress. They are identified by a board-style icon.

List Smart Lists

List Smart Lists show opportunities in a table format, perfect for reviewing multiple details, sorting, and comparing fields. They are identified by a list-style icon.

Managing Smart Lists

You can edit, duplicate, export, and share your Smart Lists to keep them organized and useful for your team.

Editing a Smart List

To update an existing Smart List:

1. Open the Smart List.
2. Click Customize list.
3. Adjust filters, sorting, visible fields, or other settings.
4. When Unsaved Changes appears, choose to save and update the existing Smart List.

Note: If you want to preserve the original, duplicate the Smart List first and edit the copy instead.

Duplicating a Smart List

To create a similar view without altering the original:

1. Open the Smart List.
2. Click Customize list.
3. Select Duplicate.
4. Name the new Smart List and save it.

This is helpful for creating variations for different teams or pipelines.

Exporting a Smart List

To download the opportunities in a Smart List as a CSV file:

1. Open the Smart List.
2. Click the menu (three dots) near the top-right.
3. Select Export.

The exported file will include all opportunities currently matching the Smart List’s criteria.

Sharing a Smart List and Copying a Link

To share a Smart List with others:

1. Open the Smart List.
2. Click Customize list.
3. Select Sharing & Permissions.
4. Choose to share via a direct link, with all users, or with selected users.
5. Assign Can view or Can edit permissions as needed.
6. Save your settings.