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Saved views

Every list in the CRM — Contacts, Leads, Companies, Deals (the table) and Tasks — can be saved as a view: the filters narrowing it, the columns showing, and the column it is sorted by, under a name. A view is the list the way you work it — "my open leads in Texas" — and it is there again when you come back.

Plan availability

Saved views are part of the CRM, included from Starter. On Free every CRM list is shown locked, and with it the views menu and the Contacts list's segments.

The views control​

Above each list, a button names the view the list is showing — All contacts when none is — and opens the views menu:

  • My views are the ones you saved for yourself.
  • Shared with the team lists views a colleague saved and shared.
  • On the Contacts list, your saved segments are offered under their own heading; choosing one puts its tags and sources among the list's filters.

Beneath them are the acts on the open view:

ActionWhat happens
Save changesThe filters, columns and sort as they are now become the view's. Offered on a view you may change — one you made, or any view when you are an organization-wide member.
Save as view… / Save as new view…Name the current arrangement and keep it. Tick Share with the team to list it for everyone who can open the section.
Rename…Change the name.
Share with the team / Stop sharingList the view for the whole team, or take it back to yours alone.
Set as default / Clear defaultOpen the section on this view whenever you come to it. The default is yours: a colleague's default is theirs.
Discard changes / Clear filtersBack to the view's saved arrangement, or to the plain list.
Save as segment…Contacts only — see Segments and views.
Delete view…After a confirmation. The records themselves are untouched.

A view you have changed is marked Modified beside its name, so a list that reads "My open leads" and shows something else cannot pass for the saved one.

The address of a section carries the open view as ?view=…. Copy the address and a colleague who can open the section lands on the same list. On the Contacts list the key sits beside the ones a form's page or the Inbox link with, so "the people this form captured, in my usual view" is one address.

Filters​

Every CRM list filters through its table's own toolbar: Filters opens the filter panel, Search finds a record by its name and the words beside it, and each column's menu has Filter too. Pick a column, a condition and a value; a field with fixed choices — a status, a stage, an owner, a lead source, a campaign, a kind, a priority — is picked from a list, a date from a calendar, anything else typed.

The panel edits one filter at a time. Filters on different columns add up: filter one column, then another, and the list keeps both. Every filter in force shows as a chip beside the views control, where its ✕ removes it, and all of them are part of the saved view. A view saved before the panel existed keeps its filters as they were. The toolbar works the way it does on every console list — see Filter and search a list — and the sections below say what each CRM list's filters offer.

On every CRM list the filters and the search are answered by the list's own query, so they reach every record, a page at a time, and never only the rows on screen. The search matches whole words from their start — "cof" finds Coffee, a fragment from the middle of a word does not — one word at a time: type several and it searches the first, and says so. It reads the first 12 letters of a long word.

A few combinations cannot be answered by one query — two "contains" or "any of" filters at once, say, or one of them beside the search. Then the list does not apply that filter, and a notice above the table names it and says why.

Filters on the Contacts list​

On the Contacts list the fields are the list's columns and a few that are not — the address, source, company, form, site, orders, lifetime value, the created date, and one field per custom field your organization has defined.

Each field offers what the list's query can answer:

FieldFilter by
ContactThe name contains a word, equals a whole name, starts with or ends with some letters.
Email (the address)equals an address, or starts with some letters.
Email (the verdict column)is one verdict, or is any of several.
Tagscontains a tag, is any of several, or is not empty.
Form IDcontains a form's ID — the form's own page links here with it.
Site IDequals a site's ID, or is any of several.
Orders, Lifetime value (cents)is not empty — the person has bought, or is worth something. Each site keeps its own figures on its own record of the person, where no range reaches, so there are no numeric ranges.
Createdis, is after, is on or after, is before or is on or before a date.
Last activityThe same five date conditions, asked of when the contact's record last changed; its chip reads Updated.
Next activityis empty — no next activity scheduled.
Owner, Stageis one, or is any of several. Owner offers Me first.
Sourceis one, or is any of several.
Companyis one.
Lead sourceis one of your lead source values, is any of several, or is not empty.
A custom fieldis a choice, or is any of several, for a choice field; equals and is not empty for text; = and is not empty for a number; is not empty for a date; is ticked or not for a checkbox.

Search finds a person by a word of their name, their email addresses or their company, or by the digits of their phone number — the whole number, or its last seven or last four digits, typed without spaces or brackets. Tags have their own filter.

Created, and a name or address that starts with or ends with some letters, each order the list by their own field, so each stands on its own: with another filter or the search beside it, it is not applied, and the notice says so. Last activity combines with anything.

Under a site, the owner, stage, source, company, lead source, tags, custom-field and orders filters read that site's own record of the person; at the organization level, they match on any site's record.

Only one of these filters stands at a time: a name contains word, Tags, Form ID, one of the other per-site fields — Owner, Stage, Source, Company, Lead source, a custom field, Orders or Lifetime value — or the search. A second one is not applied, and the notice says so. Under a site, the site's own narrowing already holds that one place, so a name contains word is not applied there — use starts with, or the search; Tags, Form ID and the per-site fields take the narrowing's place for an organization-wide member. A member whose access is limited to particular sites cannot use the per-site fields or Form ID under a site; the notice says that too. Their search matches the start of a contact's name, and a notice says so.

The list shows the most recently changed contacts first, a page at a time, with the usual footer to turn the page; a column header sorts it another way (see Columns and sort).

Filters on the other lists​

  • Leads — Status, Email, Owner, Lead source and Lead source direction (one, or any of several) and Campaign (one); the search finds a lead by a word of its name, email address, company, title or tags. Campaign and the search cannot be combined. See the leads list.
  • Companies — Company (equals, or starts with, which orders the list by name), Owner (one teammate, or any of several) and Next activity; the search finds a company by a word of its name or domain. See the companies list.
  • Deals (the table) — Status (open, won or lost; one, or any of them) and Next activity; the search finds a deal by any word of its title. See the board and the table.
  • Tasks — Show is the task view (My tasks, Overdue, Today, Upcoming, All open, Done); Kind, Priority and Assignee (one, or any of several) filter it, and the search finds a task by a word of its title. See the tasks page.

On the contacts, companies and deals lists, Next activity › is empty keeps only the records with no open task scheduled against them (see next activity). Like every other filter, it is answered by the query and adds up with the rest.

Columns and sort​

Manage columns in any list's column menu chooses what shows, and Move left / Move right in the same menu put a column where you want it. A view keeps both — the choice and the order — and a view saved before a column existed shows the new column too, after the ones it names.

Every column header sorts, and a view keeps the order you pick. Each list opens in its own order — newest first, or for tasks soonest due first (Done: most recently due first) — and a header sorts one of two ways:

  • The whole list. A column the list stores on every record — a name, a title, a company, a date, an amount, the email verdict, a task's priority — re-reads the list in that order, every page of it. Such an order holds while no filter or search narrows the list (the Leads list's Status and the My tasks, All open and Done task views don't count; the dated task views keep their due order); add one and the list goes back to its own order, and a notice above the table says so.
  • This page. A column read from somewhere else — an owner's or a campaign's name, a picklist value in the order your organization keeps its values, a contact's per-site stage, tags or custom fields — sorts only the rows of the page on screen. Its header says so, and so does a notice; the pages keep the list's order.

A view saved sorted by a column the list cannot sort as a whole opens in the list's own order, and a notice says so.

Segments and views​

A segment is the older, narrower thing: saved tags and sources, usable as a campaign audience. Views keep everything a segment kept and more, and the two meet in two places:

  • Every segment is offered in the Contacts views menu. Choosing one puts its tags and sources among the list's filters, where you can narrow further and save the result as a view.
  • Save as segment… in the views menu keeps the tag and source filters of the current view as a segment. The other filters stay on the view.

A contacts view can also be an email audience in its own right. When you build an audience from a rule, pick it under Saved view, beside Saved segment: the view's filters — owner, stage, company, tags, sources, dates, purchases and custom fields — always apply, the way a segment's do. Only views whose filters can be an audience are offered: a view filtered by a name or an email, or by the updated date, describes a list on a screen rather than a set of people, and is left out. A view filtered by a source a plugin adds, such as Waiver signed, is offered like any other. A view that is deleted, or edited past what an audience can express after a rule named it, makes that audience select nobody rather than everybody.

Who sees what​

A view is read by whoever can read the section, but a view you have not shared is listed for you alone. Changing or deleting a view is the creator's, or an organization-wide member's; a colleague on the same site who opens a shared view can save a copy of their own, and cannot rename or remove yours. Your default view per section is kept on your own profile, beside your notification settings.