What Are Smart Lists?
Smart Lists are saved opportunity views in Captivation Hub. Instead of rebuilding the same filters, sort order, and visible fields every time you need a specific view, you save it once as a named Smart List and come back to it whenever you need to. Smart Lists work for both List view and Board view, so your whole team can work from consistent, standardized pipeline setups.
Key Benefits
Smart Lists reduce repetitive setup and help teams stay consistent. Some of the main benefits include reusable views that save filters, sort settings, and visible fields under a clear name; support for both List view and Board view; pipeline-specific visibility (show a Smart List in all pipelines or only selected ones); the ability to set a Smart List as the default view for a pipeline; sharing with all users or selected team members; controlled editing access; and quick CSV exports of whatever records the Smart List currently returns.
List View vs. Board View Smart Lists
You can create Smart Lists from either List view or Board view. Both types appear in the same Smart List area, so you can quickly switch between saved views. A small icon next to each Smart List name tells you which type it is — a board-style icon for Board view, a list-style icon for List view.
Step 1 — Open Opportunities and Choose Your View
Go to Opportunities and open the pipeline you want to work in.
Click + List and choose either List view or Board view.
Step 2 — Apply Filters
Use Advanced Filters to narrow down which opportunities appear in the Smart List. You can filter by owner, pipeline, stage, value, activity date, or other available conditions. Filters stack, so you can combine multiple rules at once.
Step 3 — Set a Sort Order
Choose how you want opportunities ordered when the Smart List opens — for example, by most recently updated, by value, or by another available field.
Step 4 — Choose Visible Fields
Use Manage Fields to pick which columns or details appear in the view. For List view, this controls the table columns. For Board view, this preserves the field layout for that board Smart List.
Step 5 — Set Pipeline Visibility
Click Show In to decide where the Smart List appears. Choose All pipelines if it applies broadly, or Selected pipelines if it's only relevant to specific workflows or teams.
Step 6 — Name and Save the Smart List
Give the Smart List a clear, descriptive name — something like High-Value Open Deals, Stale Opportunities, or Today's Follow-Ups. Then click Save.
Step 7 — Configure Additional Options
Open Customize list to access more settings after the Smart List is saved.
To set the Smart List as a default view, select Default view and choose whether it applies to all pipelines or selected ones.
From Customize list you can also:
- Duplicate — create a similar Smart List from the existing setup without starting over.
- Export — download the opportunities currently returned by the Smart List as a CSV file.
- Sharing & Permissions — share with all users or selected users, assign Can view or Can edit access, or copy a direct link.
- Delete List — remove the saved view without deleting any underlying opportunity records.
Editing an Existing Smart List
Open the Smart List, click Customize list, and make your changes. When Unsaved Changes appears, choose Save to update the existing Smart List. If you want to keep the original intact, duplicate it first and edit the copy instead.
Duplicating a Smart List
Open the Smart List, click Customize list, and select Duplicate. Enter a name for the new Smart List and save it. This is the best approach when you need a similar view for a different team, pipeline, or review process.
Exporting a Smart List
Open the Smart List, click the Menu icon (three dots, top-right beside + Add Opportunity), and select Export. The file includes all opportunities returned by the Smart List's current filters and settings.
Sharing a Smart List
Open the Smart List, click Customize list, and select Sharing & Permissions. From there you can share with all users or specific users, assign view or edit access, or copy a direct link to the Smart List.
Permission levels:
- Can view — users can open and use the Smart List.
- Can edit — users can change the Smart List's filters, sort, and field configuration.
Managing All Smart Lists
The Manage Smart Lists page gives you a central view of all saved Smart Lists — useful for cleaning up duplicates, checking defaults, and managing pipeline visibility. To access it, go to Opportunities, click the Menu icon (three dots beside + Add Opportunity), and select Manage Smart Lists.
From this page you can see each Smart List's name, type, pipeline visibility, default view status, creator, and last updated time.
Frequently Asked Questions
Can I create Smart Lists for both Board and List views?
Yes. Smart Lists support both view types and they appear together in the same list area.
How can I tell whether a Smart List is a List view or Board view?
Check the icon beside the Smart List name — a board-style icon for Board view, a list-style icon for List view.
What settings are saved in a Smart List?
Filters, sort settings, and visible field configuration are all saved as part of the Smart List.
Can a Smart List appear in only certain pipelines?
Yes. You choose whether it shows in all pipelines or only selected ones when you set it up.
Does the default view apply only to me?
No. The default view is tied to the pipeline setup and applies to users in your account for that pipeline.
Can I delete a Smart List without losing opportunities?
Yes. Deleting a Smart List only removes the saved view — the underlying opportunity records are not affected.
Can I copy Smart Lists to other accounts?
Yes. Opportunity Smart Lists can be included in Account Snapshots and copied to other accounts along with the pipelines they belong to.
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