In this article, we will explore how using Advanced Filters and Smart Lists can simplify workflow organization. These powerful tools allow users to filter, sort, and save customized workflow views for more efficient management. Whether you’re dealing with complex triggers, actions, or tags, these features help you stay organized and improve operational efficiency.
Key Features and Benefits:
Advanced Filters vs. Smart Lists: Understanding the Difference:
While both Advanced Filters and Smart Lists help in organizing workflows, they serve distinct purposes based on your needs.
How to Use Advanced Filters:
1. Accessing Workflows: Navigate to the workflows section within LeadMagicX. Here, you will find a list of all workflows created in your account.
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2. Opening Advanced Filters: Look for the Advanced Filters button at the top-right of the workflow page. Clicking this will open a panel on the side where you can start applying specific conditions.
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3. Setting Your Filters: Choose from various filtering options such as triggers (e.g., form submissions), actions (e.g., sending an SMS), tags, or other workflow attributes like status or modification date.
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4. Applying Filter Conditions: Once you’ve selected your filters, choose the appropriate operators (e.g., “is,” “is any of”) and specify the value for each condition.
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5. Enter or Select a Value: Provide the necessary value based on the selected filter.
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6. Adding Multiple Filters: For more refined searches, you can add multiple filters. You can use “And” or “Or” conditions to customize your search further.
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7. Deleting a Filter: To remove a filter, simply click the trash bin icon.
8. Applying Filters: After you’ve configured your filters, click the “Apply” button to view workflows that match your criteria.
How to Use Smart Lists:
1. Saving Your Filtered View: After applying your filters, click “Save” to store the filtered view as a Smart List.
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2. Creating a Smart List: If you need to create a new Smart List, simply click “+ Smart List,” apply your filters, and save it for future use.
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3. Accessing Your Smart Lists: Saved Smart Lists will appear at the top of your workflows page. Click on any Smart List to instantly access the filtered results.
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4. Managing Smart Lists: You can edit or delete a Smart List by clicking on it and choosing the “Customize List” option. Make adjustments as needed, and be sure to save any changes.
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FAQs
Question: What’s the difference between a filter and a Smart List?**
**Answer: Filter temporarily refines workflows based on selected criteria, while a Smart List saves these refined conditions for easy future access.
Question: How many filters can I apply at once?**
**Answer: There is no specific limit. You can apply multiple filters and use both “And” and “Or” conditions to further narrow down the results based on your needs.
Question: How do I modify or delete a Smart List?**
**Answer: Click on “Customize List” to adjust the filter settings, or remove the Smart List entirely if it’s no longer necessary.
Question: Who has access to view and manage Smart Lists?****
Answer: Smart List created by a user is only visible to that user and admins. If an admin creates a Smart List, it can be seen by all admins, but not by regular users. If a user is promoted to an admin, they gain access to all Smart Lists created by other admins. If an admin is demoted to a user, they can only view the Smart Lists they have created.
Question: Can Advanced Filters be applied to all types of workflows?**
**Answer: Yes, Advanced Filters can be used with all workflows, regardless of their complexity or structure.
Question: Can I share Smart Lists with other team members?**
**Answer: Smart Lists are visible to the creator and admins. Regular users cannot share their Smart Lists directly with others unless given admin access.
Question: Can I update an existing Smart List if my organizational needs change?
Answer: Yes. You can click on any existing Smart List, select “Customize List” to adjust your filter settings, and save the changes to update that specific view.
Question: What is the benefit of using “And” or “Or” conditions when filtering workflows?
Answer: These operators allow for more refined and customized searches. You can use them to add multiple filters simultaneously, helping you narrow down your results to find exactly the workflows you need.
Question: How can I distinguish between an appointment booked by a bot and one booked by a human?
Answer: The system automatically applies an “Appointment Source Tag.” Any appointment scheduled by a bot will be tagged as “Conversations AI,” allowing you to easily identify and segment bot-driven results from manual ones.