Saved lists

Saved lists are static lists that users can create to contain entity data records that can but do not have to share a common property. You can create personalized saved lists of entities that you frequently need to access as a group.  Use saved lists to add activities, send batch emails, and perform batch-printing jobs for entities that are members of a saved list.

After you create a saved list, mark it as a favorite in order to access it when filtering the data table on the Contacts workspace.

Creating saved lists

You can create new saved lists and edit existing saved lists on an entity's Lists card and in the Filters and Lists dialog. There are multiple ways to create saved lists and add entities to them. Choose the one that best fits your current workflow:

• Create a list and then populate it with entities to have them available later:
  
  • On the Contacts workspace, click the Manage filters and lists button

    

    , then click the Add Filter or List button

    

    , select List, and fill in the required information. To add the list to your favorites and display it on the Contacts workspace, select the Add to Favorites checkbox. Add entities to the list as needed.
    

• Select an entity to add to a list and then create the list:

  • On the Contacts workspace, click the More Actions button

    

    for an entity and select Add to > List . I n the Select a list dialog, click the Add a new item button

    

    and provide the required information. When you return to the Select a list dialog, select the newly created list to add the entity to it.
  • I n an entity's Detail tab, on the Lists card, click the Select a list button

    

    , then click the Add a new item button and provide the required information. When you return to the Select a list dialog, select the newly created list to add the entity to it.
  • On an entity's banner, click the More Actions button and select List. In the Select a list dialog, click the Add a new item button and provide the required information. When you return to the Select a list dialog, select the newly created list to add the entity to it.
• Select multiple entities to add to a list and then create the list:
  

  • On the Contacts workspace, use checkboxes t o select multiple entities, click the More Actions button in the data table toolbar, and select  Add to > List . In the Update a List dialog, in the Saved List field, click the Select button

    

    , then in the Select a list dialog click the Add a new item button . P rovide the required information for your list. When you return to the Select a list dialog, select the newly created list to add the selected entities to it.

When creating a new saved list, the following fields can be included:

Business administrators can also create saved lists on the Customize workspace, in the Filters and Lists tab.

Adding entities to saved lists

You can add entities to multiple saved lists and view all the saved lists that an entity is a member of in the entity's Detail tab, on the Lists card.

To add individual entities to a saved list, select the entity first, and then choose a list to add it to:

• Navigate to the detail page for an entity. In the Detail tab, on the Lists card click the Select a list button

  

  . The Select a List dialog that opens contains a table of available saved lists. Add the entity to an available saved list by selecting the corresponding checkbox. To remove an entity from a saved list, clear the checkbox.
• On the Contacts workspace, click the More Actions button

  

  for the selected entity record and select Add to > List . Add the entity to an available saved list by selecting the corresponding checkbox. To remove an entity from a saved list, clear the checkbox.
  

You can also add or remove an individual entity from a saved list by using the checkboxes to select a single entity and following the instructions for adding multiple entities to a saved list below.

After you add an entity to a saved list, the list is displayed in the entity's Detail tab, on the Lists card . To remove an entity from a saved list, click the More Actions button 

To add multiple entities to an existing saved list, on the Contacts workspace use the checkboxes to select one, a set of, or all entities in the data table. You can perform a search or filter the data table to return only the entities that you want to add to a saved list and select the Select all checkbox. After you select the entities to add to the list, click the More Actions button in the data table toolbar and select Add to > List . In the Update a List dialog, select to either Add or Remove the selected entities, select a saved list, and confirm your selections when prompted.

After you add entities to a saved list, the list is displayed in each entity's Detail tab, on the Lists card .

If you choose to add multiple entities to a saved list at the same time, the entities are added using a batch process. To view the results of the batch process, navigate to the Batch Processes workspace:

• Click the User settings button in the application toolbar and select the Batch Processes option from the menu.
• Click the Batch Processes icon

  

  or workspace name in the navigator sidebar.

To easily find the relevant results, set the Type filter on the Batch Processes workspace to Update Saved List.

Editing saved lists

After creating a saved list you can still edit the list name and security settings.

There are multiple ways to edit saved lists:

• On the Contacts workspace, click the Manage filters and lists button

  

  . Locate a saved list in the data table and click the Edit button

  

  .
  
• On an entity's List card, click the More Actions button 

  

  for the list and select Edit. If you select Delete, the entity is removed from the list and the list remains in the system. To delete the list, see Deleting saved lists below.

Deleting saved lists

To delete a saved list from the system, navigate to the Contacts workspace and click the Manage filters and lists button

Locate a saved list in the data table and click the Delete button

.

Using favorite saved lists

You can quickly  view the member records of a saved list in the data table  by adding saved lists to your favorites on the Contacts workspace. If another user or an administrator creates a saved list and sets the view and edit security to public, it is available for you to add to your favorites along with the default filters, and any saved lists that you create. If a public list contains records that are not available for you to view, such as entity records with restricted view security, those records do not display in your data table.

Similar to filters, when you are viewing a saved list, you can use filter chips to filter the records.

To add a saved list to your favorites on the Contacts workspace, click the Select favorites button 

To remove a saved list from the Contacts workspace, click the Select favorites button

Related links

• Searching and filtering in NexJ CRM - Use filters, filter chips, and search functionality to find required data records.