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Smart Lists overview

Smart Lists (saved segments at /contact-segments) are reusable filter definitions—e.g. "Status = Qualified AND Source = Web"—used for daily list building, reporting, and marketing audiences.

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Who can do this​

Users with segment view/create permission. Some workspaces allow Members to view but not edit shared lists.

Before you begin​

  • Contacts with consistent Status, Source, and custom field values
  • Filter criteria in mind (mirrors the Contact Management Filter sidebar field categories)
  • Campaign or report use case defined so you name the list clearly

What you'll accomplish​

  • A saved Smart List with a live membership count
  • List selectable in email/SMS campaign audience pickers
  • Optional starred tab on Contacts for one-click access

Step-by-step procedure​

Open Smart Lists​

  1. Sidebar → CRM → Smart Lists (/contact-segments).
  2. Browse existing lists, membership counts, and owners.
  3. Select Create list to start a new segment.

Name the list (Smart List Name modal)​

  1. When saving from Contacts or creating on the segments page, the Smart List Name modal appears.
  2. Enter a descriptive name—examples: Web Qualified Q1, No activity 30 days, VIP tag — Northeast.
  3. Avoid generic names like Test or List 1; campaigns and reports display this label to the whole team.
  4. Confirm the name and save—the modal closes and the list persists with your filter criteria.

Build criteria​

  1. Add filters using the same categories as Contact Management: Contact info, Status & scoring, Assignment, Dates, Tags, and custom fields.
  2. Combine conditions (AND logic within the saved segment definition).
  3. Preview the count before saving—zero counts usually mean criteria are too strict or field values are misspelled.
  4. Save the segment. Star it if you want a dedicated tab beside All contacts.

Use Smart Lists in daily work​

UseHow
Daily calling queueStar the list → open tab on Contacts
Email campaignMarketing audience picker → select Smart List
Funnel enrollmentEnroll all members into a Funnel stage
Manager reviewShare list link or export from Contacts with segment applied

Maintain lists over time​

  1. Reopen the list and adjust filters when definitions change (e.g. new Source values).
  2. Counts refresh as contacts match or fall out of criteria—no manual membership edits required.
  3. Archive or rename outdated lists so campaign pickers stay clean.

Verify your work​

  • Saved list shows a non-zero count when test contacts match
  • List appears in campaign audience picker and Contacts segment tabs when starred
  • Smart List Name modal title and saved name match exactly in the UI

Tips​

tip

Prefix list names by team or campaign (MKT — Web leads) so shared workspaces stay organized.

Troubleshooting​

| Count zero | Loosen filters; verify Status/Source spelling matches settings | | Stale count | Refresh page; large workspaces may take a moment to recalculate | | Cannot save | Missing Smart List Name or insufficient create permission | | List missing in campaigns | Module disabled or list deleted—recreate and republish |

See also​