Managing workflows in your CRM just got simpler with Advanced Filters and Smart Lists. This guide will show you how to use Advanced Filters to refine workflows by triggers, actions, and tags for better organization. Plus, you’ll discover how to create and maintain Smart Lists, allowing you to save filtered views for easy access.
Advanced Filters and Smart Lists enhance workflow management by enabling users to filter, organize, and save personalized workflow views. With Advanced Filters, you can refine workflows using triggers, actions, tags, or other specific criteria, making it easier to find and manage them effectively. Smart Lists go a step further by allowing you to save filtered results for instant access, eliminating the need to reapply filters each time. These powerful tools work together to streamline workflow organization and boost overall efficiency.
Managing workflows efficiently is essential for maintaining seamless automation. Advanced Filters and Smart Lists provide powerful tools to organize, locate, and track workflows effortlessly.
When organizing workflows in CRM, you have two options: using Advanced Filters or creating a Smart List. While both features help you refine and sort your workflows, they serve different purposes depending on your needs.
Advanced Filters allow you to apply conditions on the fly to find specific workflows without saving them. For example, if you want to quickly see all workflows that are in a paused state, you can apply a filter for Status = Paused, and the system will instantly display the relevant results. Once you’re done, you can exit without saving the filter.
This is ideal when you need to find something once or occasionally but don’t require frequent access to the filtered view.
A Smart List is a saved, customized view of filtered results. Rather than manually setting filters each time, you can streamline the process by clicking “+ Smart List,” selecting your desired filters, and saving the view. Once created, this list remains accessible on your Workflows Dashboard, providing instant access whenever needed.
For instance, if you regularly track workflows initiated by form submissions, you can set up a Smart List that filters for workflows triggered by a Form Submitted event. This eliminates the need to reapply filters repeatedly, making your workflow management more efficient.
Navigate to the Automations tab in CRM and open the Workflows section. Here, you will see a list of all workflows created in your account.
In the top-right corner of the Workflows page, locate and click on the Advanced Filters button. This will open a panel on the right side, allowing you to start filtering workflows based on specific conditions.
Once the Advanced Filters panel is open, you’ll see a list of available filter options. You can filter workflows based on:
Select a Filter: Choose a filter type from the dropdown menu.
Choose the Operator: Pick an operator (e.g., “equals,” “contains,” “does not contain”).
Enter or Select a Value: Provide the necessary value based on the selected filter.
To refine your search further, you can add multiple filters to customize how workflows are displayed based on different conditions.
+ And Condition: Requires all selected filters to match for a workflow to appear in results. This is useful when you need to find workflows that meet multiple criteria at the same time. (Example: Workflows that are both Published AND use a Form Submission trigger.)
Or Condition: Displays workflows that match at least one of the selected filters. This expands your search to include either condition rather than requiring both to be true. (Example: Workflows that are either Published OR have a specific tag.)
+ Add Filter Condition: Allows workflows to match any of the selected filters based on different attributes, giving you more flexibility when searching for specific workflows.
Deleting a Filter: Use Trash bin icon to delete the filter.
After setting up the desired filters, click the Apply button to display workflows that match your criteria.
Once you have applied filters, the Save button becomes active. Click on Save to store the filtered view as a Smart List.
After clicking Save, you’ll see two options:
Save as New Smart List: This saves the current filters as a new list for future reference.
Discard Changes: Removes applied filters and resets the workflow list view.
Once saved, the Smart List appears at the top of the Workflows page alongside existing workflow categories. Clicking on a Smart List instantly applies the saved filters, displaying only the workflows that match those criteria.
To create a Smart List without applying filters first:
To edit or delete a Smart List:
Q. What is the difference between a filter and a Smart List?
A filter temporarily narrows down workflows based on selected conditions, while a Smart List saves those filtered conditions for easy access in the future.
Q. How many filters can I apply at once?
There is no strict limit. You can apply multiple filters and use both And and Or conditions to refine results based on your requirements.
Q. How do I edit or delete a Smart List?
Click on Customize List, where you can update filter settings or remove the Smart List if no longer needed.
Q. Who can view and manage Smart Lists?
Q. Can Advanced Filters be used on all workflow types?
Yes! Advanced Filters work with all workflows, regardless of complexity or structure.
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