1
What Is a Smart List
A Smart List is a saved filter that automatically updates as your contacts change. Unlike a static export, a Smart List always reflects your current data.
- Think of it like a dynamic folder. Instead of manually moving contacts in and out, the filter does it for you based on rules you set.
- Example, Cold Buyers: Tag contains "Buyer" AND Last Activity is more than 30 days ago. Any buyer who goes 30 days without contact automatically appears here.
- Example, Hot Sellers: Tag contains "Seller" AND Tag contains "Hot Lead". All your hot seller leads in one real-time view.
- Example, Stale Leads: Date Created is more than 60 days ago AND Tag does not contain "Past Client" AND No Opportunity exists. Leads that slipped through the cracks.
- Smart Lists appear in your sidebar under the Contacts section, so you can access them with one click any time.
- Smart Lists can be used as campaign audiences. Send an SMS or email blast to everyone in a Smart List without manually selecting contacts.
Start with three: Cold Buyers (follow-up needed), Hot Sellers (ready to close), and New Leads This Week. These three Smart Lists cover 80% of daily prospecting needs.
Jtek
Contacts
All Contacts
Cold Buyers
Hot Sellers
Stale Leads
Opportunities
Cold Buyers
Tag: Buyer + Last Activity 30+ days
Hot Sellers
Tag: Seller + Tag: Hot Lead
Stale Leads
Created 60+ days ago, no opportunity
2
Set Up Your Filters
Filters are the building blocks of a Smart List. Jtek supports many filter types that can be combined with AND/OR logic.
- Go to Contacts and click the "Filters" button at the top of the page.
- Click "+ Add Filter." A row appears with three dropdowns: Field, Operator, Value.
- Common filter fields: Tags, Last Activity Date, Date Created, Contact Source, Assigned User, City/State, Pipeline Stage, and any custom fields you have created.
- Select an operator. For dates, use "is before", "is after", "is more than X days ago". For tags, use "contains" or "does not contain".
- Enter the value: type a tag name, pick a date, or enter a number of days.
- Add more filters by clicking "+ Add Filter" again. Jtek uses AND logic by default.
- Switch to OR logic by clicking the "AND" label between two filter rows to toggle it.
- Check the contact count at the top. If it is 0 or unexpectedly large, revisit your filter logic.
Filter grouping: Click "Add Group" to nest conditions. For example: (Tag = Buyer OR Tag = Investor) AND Last Activity > 30 days. Group logic gives you precise targeting.
Active Filters
1.
Tags
contains
Buyer
AND
2.
Last Activity
more than
30 days ago
47 contacts match these filters
3
Save as a Smart List
Once your filters look right, save them as a Smart List so you never have to set them up again. The list updates itself every time you open it.
- With your filters active and the contact count looking correct, click the "Save as Smart List" button at the top right of the Contacts page.
- A dialog will appear asking for a name. Use a descriptive name like "Cold Buyers - 30 Days", "Hot Sellers", or "New Zillow Leads".
- Click "Save." The Smart List is created and saved to your account.
- Find your new Smart List in the left sidebar under Contacts as a sub-item with a list icon.
- Click your Smart List any time to instantly view the current matching contacts. The count updates automatically.
- Smart Lists are shared across your team, so every user in your account sees them in the sidebar.
Naming convention: Prefix by category, like "Buyer: Cold 30d", "Seller: Hot", "Campaign: March Follow-up". This keeps your sidebar organized as your list grows.
Save as Smart List
Your filters will be saved and update automatically.
Cold Buyers - 30 Days
Filters included:
Tag contains "Buyer" AND Last Activity > 30 days ago
47 contacts currently match
CancelSave Smart List
4
Using Smart Lists for Campaigns
Smart Lists are the most efficient way to target campaigns. Send to a Smart List and anyone who matches the criteria at send time receives the message.
- Go to Marketing in the left sidebar and create a new Email or SMS campaign.
- When you reach the Audience step, click "Select Audience" or "Add Contacts."
- Select "Smart List" from the audience type options. A dropdown will show all your saved Smart Lists.
- Choose your Smart List, for example "Cold Buyers - 30 Days." The contact count shows how many people will receive the campaign.
- The campaign sends to whoever is in the Smart List at send time, not who was in it when you built the campaign. This is a key advantage over static contact selections.
- Schedule the campaign for a future date/time or send immediately.
- Track results in campaign analytics: open rate, click rate, reply rate, and opt-outs.
Check your count before sending: If a Smart List shows 0 or an unexpectedly low count, verify your filter. Contacts who have opted out of SMS or email are automatically excluded from campaign sends.
New SMS Campaign, Step 2: Audience
Select Audience Type
Smart List
Manual Selection
All Contacts
Choose Smart List
Cold Buyers - 30 Days47 contacts
5
Managing Your Smart Lists
As your business grows you may accumulate many Smart Lists. Here is how to edit, delete, and organize them to keep your sidebar clean.
- Find your Smart Lists in the Contacts sidebar below "All Contacts."
- To edit: Click the three-dot menu (⋯) next to the name → Edit. The filter panel opens with your saved filters loaded. Make changes and click "Update Smart List."
- To rename: Click ⋯ → Rename. Type the new name and press Enter.
- To delete: Click ⋯ → Delete and confirm. Deleting a Smart List does not delete any contacts. It only removes the saved filter.
- To reorder: Click and drag a Smart List up or down in the sidebar. The order is saved and shared across all team members.
- Quarterly cleanup: Delete lists you no longer use, rename any that are unclear, and update filter logic for lists returning unexpected results.
Pin your most-used Smart Lists: Drag your top 3-5 Smart Lists to the top of the list so they are the first thing you see every morning. This makes daily prospecting much faster.
Jtek
Contacts
All Contacts
Cold Buyers
Hot Sellers
Opportunities
⋮⋮
Cold Buyers - 30 Days
47
⋯
Edit
Rename
Delete
⋮⋮
Hot Sellers
12⋯