Building Your First Smart List
Smart Lists are saved, dynamic filters that automatically update as your client data changes. Build a list once — it stays current without manual maintenance.
What Smart Lists Do
A Smart List is a set of conditions applied to your client book. Every time you open the list, it runs those conditions against your current data and shows you the matching clients. Add a new client who qualifies, and they appear automatically. A client no longer meets the conditions, they drop off.
Common Smart Lists advisors build:
- Clients with high loan balances and low engagement
- Prospects in the Discovery stage not contacted in 30+ days
- Seated clients with no policy snapshot in 90+ days
- Active clients with policies older than 5 years (anniversary review candidates)
Creating a Smart List
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Go to Clients → Smart Lists in the left navigation.
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Click "New Smart List."
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Name your list (e.g., "Needs Policy Review").
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Click "Add Condition" to open the condition builder.
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Select the field you want to filter on (see condition options below).
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Choose an operator (Is, Is Not, Greater Than, Less Than, Contains, etc.).
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Enter the value to match.
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Add additional conditions as needed — use "And" to require all conditions, "Or" to require any.
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Review the live preview on the right, which shows matching clients as you build.
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Click "Save Smart List."
Available Condition Fields
| Category | Fields | |----------|--------| | Client | Name, Email, Type (Not Connected / Connected / Seated), Tags, Assigned To | | Stage | Pipeline stage, Days in current stage | | Engagement | Score, Score band, Last login date | | Policies | Policy count, Policy age (years), Carrier | | Banking System | System position, Total CV, Total loan balance, LTV | | Activity | Last note date, Last reminder completed, Days since last activity | | Reminders | Has open reminder, Reminder due within X days |
Combining Conditions
And logic: All conditions must be true. Use this to narrow down — "Seated AND Engagement: Low AND Last Active: 60+ days ago."
Or logic: Any condition can be true. Use this to broaden — "Stage: Discovery OR Stage: Application" gives you all pre-active prospects.
You can mix And/Or by grouping conditions. Each group uses And internally; groups connect with Or.
Live Preview
The preview panel updates in real time as you add conditions. You'll see the matching client count and a sample of matching names. Use this to check your logic before saving.
If the preview shows too many or too few clients, adjust your operators. Switching "Greater Than 30 days" to "Greater Than 60 days" for inactivity will narrow the list significantly.