Opportunity Smart Lists help you save and reuse customized opportunity views. Instead of rebuilding the same setup every time, you can save your filters, sorting, and field configuration as a Smart List and open it whenever you need it.
This feature supports both List and Board views, and also lets admins control where a Smart List appears and which view becomes the default for specific pipelines.
TABLE OF CONTENTS
- Overview
- What Are Opportunity Smart Lists?
- Key Benefits
- Before You Begin
- How to Enable Opportunity Smart Lists
- How to Create a Smart List
- What Gets Saved in a Smart List
- How to Choose Where a Smart List Appears
- How to Set a Default View
- How to Edit an Existing Smart List
- How to Save Changes to a Smart List
- How to Duplicate a Smart List
- How to Export a Smart List
- How to Share a Smart List
- How to Manage All Smart Lists
- Delete a Smart List
- Frequently Asked Questions
- Related Articles
Overview
Opportunity Smart Lists give users a faster way to work with Opportunities by saving a configured view for future use.
A Smart List can include:
Advanced Filters
Sort order
Selected visible fields
You can create Smart Lists for either List view or Board view, decide which pipelines they appear in, and optionally set them as the default view for one or more pipelines.
This is especially useful for teams that repeatedly work from the same filtered pipeline views.
What Are Opportunity Smart Lists?
An Opportunity Smart List is a saved opportunity view.
It allows you to create a repeatable setup based on how you want to view opportunity records. For example, you might create a Smart List for:
opportunities not updated recently
high-value deals
stale opportunities
opportunities assigned to a specific team
pipeline-specific default working views
Each Smart List can be reused later without reapplying filters, sort settings, or field selections manually.
Key Benefits
Save time by reusing common opportunity views
Keep list and board configurations organized
Control which pipelines a Smart List appears in
Set the right default view for a pipeline
Share useful views with the right users
Export filtered opportunity records when needed
Before You Begin
Opportunity Smart Lists are available through Subaccount Labs.
You must enable the Labs toggle before using this feature.
How to Enable Opportunity Smart Lists
Go to Settings in your sub-account.
Open Labs.
Find Opportunity Smartlists – Views & Defaults.
Turn the feature on.
Once enabled, Smart List options become available inside Opportunities.
How to Create a Smart List
Go to Opportunities.
Open the pipeline you want to work in.
Start from either:
List view, or
Board view
Apply the setup you want, such as:
Advanced Filters
Sort settings
visible fields / managed fields
Click the option to create a new list.
Enter a name for the Smart List.
Save it.
The new Smart List will now appear in the opportunities view bar.
What Gets Saved in a Smart List
A Smart List stores the configuration of the view you created.
This includes:
Advanced Filters
Sort order
selected fields shown in the view
For board and list views, the Smart List preserves the setup created for that specific format.
How to Choose Where a Smart List Appears
You can control whether a Smart List appears across all pipelines or only in selected pipelines.
To update this:
Open the Smart List.
Click Customize list.
Select Show in.
Choose either:
All pipelines, or
Selected pipelines
Select the relevant pipelines.
Save your changes.
Use this when a Smart List is only relevant to certain workflows or teams.
How to Set a Default View
A Smart List can be set as the default view for one or more pipelines.
This means users landing in that pipeline will see that Smart List first by default.
To set a default view:
Open the Smart List.
Click Customize list.
Select Default view.
Choose either:
All pipelines, or
Selected pipelines
Select the pipeline(s) where this Smart List should be the default.
Save your changes.
Important:
The default view is set at the pipeline level and affects users in the sub-account for that pipeline.
How to Edit an Existing Smart List
You can update an existing Smart List at any time.
Open the Smart List.
Change the filters, sorting, or visible fields.
Once changes are made, the system will show Unsaved Changes.
Choose how you want to handle the update.
This lets you refine an existing Smart List without starting over.
How to Save Changes to a Smart List
After editing a Smart List, click Unsaved Changes.
You will see options to:
Save – updates the current Smart List
Save as new smartlist – creates a new Smart List using the updated setup
Discard Changes – removes the unsaved edits
Use Save when you want to overwrite the current configuration.
Use Save as new smartlist when you want to keep the original and create a new version.
How to Duplicate a Smart List
Duplicating helps you quickly create a similar Smart List without rebuilding everything manually.
To duplicate:
Open the Smart List.
Click Customize list.
Select Duplicate.
Give the duplicated Smart List a new name.
Save it.
This is useful when you want a board and list version of a similar setup, or when creating variations for different teams or pipelines.
How to Export a Smart List
You can export the opportunity records shown in a Smart List.
To export:
Open the Smart List.
Click Customize list.
Select Export.
The exported file contains the opportunities returned by that Smart List’s current setup.
How to Share a Smart List
Smart Lists can be shared with users in the sub-account.
To share:
Open the Smart List.
Click Customize list.
Select Sharing & Permissions.
Choose whether to share with:
All users
Selected users
Assign the access level:
Can view
Can edit
Save the sharing settings.
You can also copy a direct link to the Smart List and share it.
Permission Types
Can view
Users can open and use the Smart List.
Can edit
Users can modify the Smart List configuration.
Be careful when granting edit access, since users with edit permissions can change the Smart List setup.
How to Manage All Smart Lists
You can review all Smart Lists from one place using Manage Views.
To access it:
Go to Opportunities.
Open the Smart List dropdown area.
Select Manage Smart Lists or Manage Views.
From this page, you can see details like:
Smart List name
type
which pipelines it appears in
where it is set as default
who created it
when it was last updated
This page is useful for cleaning up duplicate views, reviewing defaults, and managing pipeline visibility.
Delete a Smart List
To remove a Smart List:
Open the Smart List.
Click Customize list.
Select Delete List.
Confirm deletion.
Only delete a Smart List if it is no longer needed, especially if it is shared or set as a default view in a pipeline.
Frequently Asked Questions
Do I need to enable this feature first?
Yes. Opportunity Smart Lists must be enabled from Subaccount Labs before they can be used.
Can I create Smart Lists for both Board and List views?
Yes. Smart Lists support both view types.
What settings are saved in a Smart List?
A Smart List saves your filters, sort settings, and visible field configuration.
Can a Smart List appear in only certain pipelines?
Yes. You can choose selected pipelines or all pipelines.
Can I set a Smart List as the default view?
Yes. A Smart List can be set as the default for one or more pipelines.
Does default view apply only to me?
No. The default view is tied to the pipeline setup, not just your personal view.
Can I share a Smart List with other users?
Yes. You can share it with all users or selected users.
What is the difference between Can view and Can edit?
Can view allows users to open the Smart List. Can edit allows them to change it.
Can I duplicate a Smart List instead of building it again?
Yes. Use the Duplicate option from Customize list.
Can I export the opportunities in a Smart List?
Yes. Use the Export option.
Where can I see all Smart Lists in one place?
Use Manage Views inside Opportunities.
Related Articles
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