Smart Lists are like saved searches of your database, highlighting the contacts you need to follow up with. Use filters to find people based on stage, website activity, last communication, and more. With Smart Lists, you’ll never miss an opportunity and be in front of the right people at the right time.
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Navigation
Exposing the People Sidebar
To view Collections and Smart Lists, move your mouse to the Smart List icons on the left-hand side of the screen on the People page.
To pin the sidebar to the People page, click the icon in the upper right-hand corner of the sidebar. To close the sidebar, click the icon in the upper right corner.
Adjust the sidebar to customize your view by hovering over the bottom right-hand corner of the Smart List sidebar and clicking and dragging to the desired width.
Note: The sidebar must be pinned before the width can be adjusted.
All People
All people include all the contacts you have access to, including those you are assigned, collaborating on, or in the pond. Admin users can view all contacts within the account.
Assigned Smart List Collections
Assigned Smart List Collections are smart lists that an admin has assigned to team members. This Power-Up is available on Pro and Platform plans.
Smart List Collections
Smart List Collections are groupings of Smart Lists.
Smart Lists
To view Smart Lists within a Collection, go to People > Collections > Select the desired Smart List.
To view Smart Lists that are not in a Collection, go to People > Smart Lists > Select the desired Smart List.
Creating New Smart Lists
Option 1
1. Go to People > All People
2. Click Filters in the upper right-hand corner
3. Add the desired Filters
4. Select + New List in the upper right-hand corner
5. Name the Smart List, add a description, and choose who to share the list with > Save List
Option 2
1. Go to People > Manage in the lower left-hand corner
2. Select + New List
3. Add a Smart List Name & Emoji (optional) > Add a Description (optional) > Share List (optional)
4. Save List
Note: To add filters to this list, navigate to People > Click on the Smart List on the left-hand side > Add Filters > Update List in the upper right corner.
Updating Existing Smart Lists
1. Go to People > Select the desired Smart List
2. Click Filters in the upper right-hand corner
3. Add or Remove the desired filters
4. Update List in the upper right-hand corner to save the changes
Actions
1. Go to People > Select contacts
2. Click the Desired Action
Smart List Features
- Assign Smart List Collections Power-Up
- Best Practice Lists
- Best Practice: Smart List Collections
- Default Smart Lists
- Filtering Contacts
- Filter Definitions
- Manage Smart Lists
- Working Your Smart Lists
FAQ
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Q: Can I rearrange the order of my smart lists?
- A: Yes! Make the frequently used lists the most prominent. It's as easy as drag and drop! For more information, check out Manage Smart Lists.
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Q: I shared a list with someone, but they can't see any contacts.
- A: Just because you shared a list doesn’t mean you shared the people in it. Sharing a list means that the person(s) you shared it with will see the people assigned to them (or anyone they usually have access to) that match the criteria for the list. Agents can only see leads assigned to them, leads added as collaborators, or leads in a pond they are part of, for example. Sharing a list won’t change that.
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Q: How many lists can I make?
- A: While we don’t prevent you from adding lists, we recommend having 5-7 core Smart Lists you work on daily.
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Q: Should I use Smart Lists or Tasks?
- A: Tasks are great for very specific tasks you need to complete, like when you need to call Bob about the home inspection. Smart Lists are better for when you quickly need to find a group of people based on common qualities, such as tags:
- Dynamically generated, e.g., last contacted more than 3 days ago, so someone you emailed yesterday won't appear in today's follow-up Smart List.
- It's not overwhelming like a backlog of tasks and quick to work through.
- Share lists with your team.
- More filtering options.
- Schedule time in your calendar to go through specific lists.
- Task action plans are good when a specific set of actions needs to be completed, such as a closing sequence.
- A: Tasks are great for very specific tasks you need to complete, like when you need to call Bob about the home inspection. Smart Lists are better for when you quickly need to find a group of people based on common qualities, such as tags:
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Q: How do I add a contact to a Smart List?
- A: Smart Lists in Follow Up Boss are dynamic and update automatically based on filters, rather than manually adding. To make a contact appear on a specific Smart List, simply update that contact's profile details (such as their Tag, Stage, Source, etc) to match the criteria of that list. If you need to group a unique set of contacts manually, we recommend applying a specific tag to those individuals and creating a Smart List filtered for that tag.
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Q: I just created a new Smart List from the “Manage” section, but my entire database is in there. Why?
- A: Filters will need to be added to the Smart List to shorten the list of contacts. To add filters to this list, navigate to People > Click on the Smart List on the left-hand side > Add Filters > Update List in the upper right corner.