How to create a smart list

Last Updated: July 21, 2015

HubSpot uses two kinds of lists: smart lists and static lists. This article discusses how to create a smart list.

Smart lists offer a flexible way to organize contacts in HubSpot and automate your marketing actions. You can build these automatically refreshing lists based on contacts who meet certain criteria. For example, HubSpot's marketing team uses smart lists to create lists of contacts to send emails to and lists of contacts to suppress for email marketing.

You can build an unlimited number of smart lists in your account. If you are looking to learn more about static lists, check out the previous section of this guide.  

Common uses for smart lists

Smart lists can save you time. Here are some common uses:

Segmented lists for email marketing: Create smart lists to send unique marketing emails based on each contact's behavior and properties. If you send out a regular newsletter, you can use a smart list to automatically manage the continually changing list of subscribers.

Segmented lists for outbound calls: Create smart lists to place outbound calls to contacts based on contact behavior and property values.

Lifecycle stage contact analysis: Create smart lists to group your contacts by lifecycle stage and to identify behavior and properties for contacts in each stage. These smart lists will help you quickly see how many contacts are in each stage.

A list of contacts with a certain HubSpot Score: Hubspot score is a tool for automatically qualifying contacts based on the actions that they have taken on your site. You can create a smartlist of those

Smart vs. Static

Smart lists refresh constantly to include new contacts who meet the list criteria. Static lists take a snapshot of the contacts who meet the criteria when the list is created, but do not continue to update on their own.

1. Go to Contacts > Lists

From the dashboard, navigate to Contacts > Lists.

1. Go to Contacts > Lists

2. Click on "Create New List"

Once you are in the Lists tool, click the blue Create New List button.

2. Click on "Create New List"

3. Name your new list and choose the type

Type the name of your list in the box at the top of the page. Then select smart list as the type of list you want to create.

It is easier to keep track of your lists if you give them descriptive names. In this example, we will create a Smart List of non-customers from Sante Fe.

3. Name your new list and choose the type

4. Determine the criteria for the contacts on the list

Now you can decide which contacts to include on the list by creating rules that they must meet in order to be added. You can choose to segment your list from a range of criteria to start. Using the drop-down menus, select the criteria that you want the contact to meet on this list.

4. Determine the criteria for the contacts on the list

5. Add another requirement

If you would like to add another requirement, click on the Add another requirement button next to your first rule. This additional criteria will be a part of the first rule, meaning that this contact needs to meet the first criteria AND the second criteria to be added to the list.

5. Add another requirement

For example, if you want contacts on the list whose city is equal to "Santa Fe" and whose lifecycle stage is not equal to "customer," then you can put these two criteria in the same rule. In order for the contact to be added to the list, they must meet both criteria, which in this case would be somebody who is not a customer and is from Santa Fe.

If you wish to add another rule for a contact who can meet the first rule but doesn't necessarily have to, click on the Add another set of requirements button below.  This is a different rule, so a contact can meet the first rule OR this rule to be included on the list.

Add another rule, for example, if you would like to include customers in the list who are from Santa Fe and who are not customers OR contacts who submitted the "Santa Fe Contact Us" form. As long as the contact matches one set of rules, they will be added to the smart list.

6. Save your list

When you are finished creating your list, select the Save List button. Your list will automatically populate with contacts who meet the set criteria, and contacts who no longer meet the criteria will be removed.

6. Save your list

You will be redirected to the List Detail screen, where you will see a message that your list is processing. You can navigate away from the page while the list processes.

Filter your lists

From the Lists dashboard, you can filter your lists so that you see only smart lists, static lists, or both smart and static lists. Select smart lists from the drop-down menu to quickly see only your smart lists. This filter is helpful when you want to narrow down your search for contacts.

Filter your lists

Cloning a Smart List

Unlike static lists, smart lists can be cloned. This feature allows you to create a duplicate of an existing smart list criteria set to manipulate or to convert a smart list to a static list.  

To clone a smart list, click the gear icon next to the list you would like to clone and choose Clone List.

Cloning a Smart List

Next Article: How to use the contact profiles for lead intelligence

LOG IN TO YOUR  CONTACTS

Table of Contents

    Get feedback from marketing peers and experts on inbound.org
    Check out Premier Services