What are Smart Lists?
Smart lists are saved, reusable filtered views of your data. Instead of manually setting up the same filters every time you need to find a specific group of profiles, events, or other content, you can save those filters as a smart list and access them instantly.
Think of smart lists as saved search queries. They define what data to show (the type), how to filter it, which columns to display, and how to sort the results. Every time you open a smart list, it runs the query and shows up-to-date results.
Where Smart Lists Appear
Smart lists are integrated throughout the dashboard:
- People section — Profile and user smart lists appear at the top of the People page for quick access
- Events section — Event smart lists appear with links to view them as a calendar, roster, or list
- List views — When browsing any content type, you can access smart lists from the list view
Creating a Smart List
To create a new smart list:
- Navigate to a list view for the content type you want to filter (e.g. profiles, events)
- Set up your desired filters, columns, and sort order
- Click Save as Smart List (or create one from the smart list management area)
- Give it a descriptive title (e.g. 'Active Members Over 18', 'Upcoming Workshops')
- Save the smart list
What a Smart List Stores
Each smart list saves:
- Content type — What kind of data to query (profiles, events, submissions, etc.)
- Filters — The filter criteria that determine which items are shown
- Columns — Which fields to display in the results
- Sort order — How results should be sorted
Using a Smart List
Click on any smart list to view its results. The list will load with all your saved filters, columns, and sorting pre-applied. From the results view you can:
- Browse and search within the filtered results
- Click any item to view its details
- Export the results to CSV
- Use bulk actions on selected items
Editing a Smart List
To modify a smart list's filters, columns, or settings, use the edit button next to the smart list name. You can update any of the saved criteria and save your changes. The next time anyone opens the smart list, it will use the updated filters.
Use Cases
- Segment your people — 'All Volunteers', 'Members Aged 18-25', 'People Without Email'
- Track events — 'This Month\'s Events', 'Events Needing Volunteers'
- Monitor submissions — 'Unprocessed Applications', 'This Week\'s Submissions'
- Reporting — Save the filters you use for regular reports so you can re-run them instantly