How to Use Smart lists on Tasks?

How to Use Smart lists on Tasks?

Table of Contents

  1. Introduction

  2. What are Smartlists?

  3. Prerequisites

  4. Step-by-Step Guide to Using Smartlists on Tasks

    • 4.1 Accessing Smartlists

    • 4.2 Creating a New Smartlist

    • 4.3 Setting Filters and Conditions

    • 4.4 Saving and Naming the Smartlist

    • 4.5 Editing or Deleting a Smart list

  5. Popular Use Cases of Smart lists

  6. Best Practices

  7. Conclusion

Introduction

Smart lists are a dynamic and powerful feature in many modern task or CRM tools that allow users to create customized, filter-based views of their task lists. They automatically update based on conditions like due date, task owner, status, priority, or custom fields. This guide will walk you through using Smart lists on Tasks—ideal for productivity, task prioritization, and workflow management.

What are Smart lists?

A Smart list is a saved view or filtered list of tasks that updates in real-time based on defined criteria. Unlike manual lists, Smart lists use logic to dynamically include or exclude tasks without user intervention.

Example: A Smart list can show all tasks due this week that are assigned to you and marked as "High Priority."

Prerequisites

  1. Permissions: Any user with permission to create a Task.

  2. Product Plans: Embark / Elevate

  3. Activities to be Completed: None

Steps

Step 1: Access the Tasks Module

  • Go to the main navigation menu and click on “Tasks.”

  • This opens the full task list view where Smart lists can be applied or created.

Step 2: Open the Smart lists Panel

  • Locate the Smart list menu on the left sidebar or top filter bar.

  • Click on “+ New Smart list” or a similar option like “Create View.”


Step 3: Apply Filters and Conditions

Set up filters based on your specific use case. Some common filters include:

  • Owner: Tasks assigned to yourself or specific users

  • Due Date: Today, Tomorrow, This Week, Overdue

  • Status: Open, In Progress, Completed, etc.

  • Tags/Labels: High Priority, Internal, Client-Specific

  • Custom Fields: Project name, Source, Task Category, etc.


Example:

  • Owner = “Me”

  • Status = “In Progress”

  • Due Date = “Next 7 Days”


Step 4: Save and Name the Smart list

  • Click “Save Smart list” after setting your filters.

  • Enter a meaningful name, e.g., “My Upcoming Tasks” or “Pending Client Follow-Ups.”

  • Choose whether the Smartlist is Private (visible only to you) or Shared (visible to the team).



Step 5: Access, Edit, or Delete Smart lists

  • Access: Click on any Smart list in the side panel to view it.

  • Edit: Select the Smart list > Click “Edit” > Update filters or rename.

  • Delete: Use the settings icon or three-dot menu to choose “Delete Smart list.”

Here are some ways Smart lists are commonly used in task management:

Use Case
Example Filters
Today’s Tasks
Owner = Me, Due Date = Today
Pending Approvals
Status = Awaiting Approval
Client Tasks
Tag = Client A, Status ≠Completed
Overdue Tasks
Due Date < Today, Status ≠ Completed
High Priority Tasks
Tag = High Priority, Owner = Me
Weekly Sprint Tasks
Custom Field: Sprint = Current

Best Practices

  • Use consistent fields: Ensure all tasks have standardized values for tags, status, etc.

  • Keep Smartlist names clear: Use names that reflect the purpose (e.g., “Marketing Tasks Due This Week”).

  • Limit shared Smartlists: Too many shared views may clutter the UI for your team.

  • Review weekly: Audit your Smart lists regularly to keep them relevant.

Conclusion

Smart lists make task management intuitive and efficient by offering real-time filtered views based on your workflow needs. They reduce manual sorting and help users focus on high-priority or time-sensitive actions. Whether you are a sales rep, project manager, or support agent, Smartlists help you act faster, stay organized, and be more productive.

Start using Smartlists today to organize your tasks your way—automatically.


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