Smart Lists Overview
A smart list is a saved, reusable view of your data: a content type plus the filters, search keywords, columns, sort order and date range you want. Each time you open it, it runs again against your current data, so it always reflects what matches right now. This article explains what smart lists are and where they show up; for step-by-step setup, see Creating and Configuring Smart Lists.
What a smart list stores
- Data type — the content type it lists, such as profiles, events, form submissions or one of your own content types.
- Filter keywords — an optional search.
- Rules — the filter conditions records must match ("If matches rules").
- Columns — which fields to show, and in which order.
- Sorting and Page Configuration — the order of results and how many to show per page.
- Date Filter — an optional fixed date range.
- Scheduled Export — optional deliveries that email a download link on a schedule.
A query, not a snapshot
A smart list stores the question, not the answers. If a new person joins today and matches the rules, they appear the next time anyone opens the list. If you want a fixed record of the results at a point in time, export the list; each export is kept with the smart list under Past Exports.
Where smart lists appear
- Content → Smartlists — the place to see all smart lists, create one with New Smartlist, or click View All.
- The People page — smart lists of profiles and users appear as shortcuts.
- The Events page — event smart lists appear as shortcuts, with buttons to open them in a planning view such as the roster.
- List pages — when you browse a content type, its smart lists appear as shortcuts above the results. Click one to apply it.
Who can see a smart list
A smart list is a record like any other, so who can see and edit it depends on its scopes and on people's roles and access passes. Opening a smart list never shows someone records they couldn't otherwise see: results are always limited to what the person viewing is allowed to access, unless the list's security is set to Public (see the how-to article).
Common uses
- Segmenting people — "Active Members", "Staff Without an Email Address", "Players Aged 18–25".
- Tracking work — "Overdue Onboarding Cards", "Unprocessed Applications", "This Week's Submissions".
- Planning events — "This Month's Workshops", "Annual Conference Sessions".
- Regular reports — set up a scheduled export so a manager receives the list as CSV or Excel every Monday morning.
- Targeting communications — use a smart list as the audience for an email campaign. See Email Campaigns.