Smart lists
Save the contact filters you use most as smart lists, share them with your team and use them for bulk actions.
3 min read
A smart list is a saved contact filter. Build a filter such as "buyers in Kadıköy with marketing consent" or "valuation done but no instruction signed" once, and the list keeps itself up to date. The moment the assistant records a new matching contact, they drop into the list.
Creating a smart list
- On Contacts, click More Filters. The filter panel opens on the right.
- Add conditions: Tag is
buyer, Area is Kadıköy, Marketing consent is Yes. With several conditions a contact must meet all of them. Use Add filter for more. - Once the table is filtered, click Save as Smart List, name it (e.g. Buyers – Kadıköy) and save.
The list sits above the table as a tab. Clicking it re-runs the filter on current data.
Tip
Name lists consistently: Enquiry type – Area or Purpose – Month. The team finds the right list straight away.
Example lists for an estate agency
| List | Conditions | Who uses it |
|---|---|---|
| Hot leads | Tag = hot-lead, Created = last 7 days | Agents, broker |
| Buyers – Kadıköy | Tag = buyer, Area = Kadıköy | Area agent, when a new listing comes in |
| Sellers – after valuation | Tag = seller, stage Valuation done | Instruction follow-up |
| Tenants – within a month | Tag = tenant, Timing = within 1 month | Lettings agent |
| Marketing consent | Marketing consent = Yes, Tag ≠ do-not-call | Bulk promotional messages |
| No answer | Tag = no-answer | Office assistant, call-backs |
| Assigned to me | Assigned to = logged-in user | Every agent |
Smart lists can also remember columns: showing Budget, Rooms and Timing on Buyers – Kadıköy, for instance.
Example: you've just taken on a 3+1 in Moda at 14.5M ₺. Open Buyers – Kadıköy and sort by Budget; the right buyers are in front of you. Narrow the list with Marketing consent = Yes and send those contacts an approved WhatsApp template; don't send bulk promotional messages to contacts without consent.
Sharing a smart list
- From the ⋮ menu in the top right, go to Manage Smart Lists and click the list's share icon.
- Choose the users to share it with.
- Confirm with Share.
Shared users see the list on their own Contacts screen, but only the contacts their own permissions allow: an agent limited to their assigned contacts only sees their own contacts in a shared list. See Restricting data access.
From the same screen you can rename lists, edit filters or delete them. Deleting a smart list doesn't delete contacts, only the saved filter.
Bulk actions on a smart list
With a list open you can select everyone and run a bulk action: add a tag, assign, send a bulk message, export. See Bulk actions and Bulk messaging.
Note
Smart lists run on filter conditions; you can't add contacts to a list by hand. To get someone into a list, update their field or tag.
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