Lists and boards - search, filter, sort and bulk actions

Leads, deals, contacts and companies all share the same tools for finding records and working on many of them at once. Learn them once and they work everywhere.

Search a list

Type in the search box at the top of the page, for example Search contacts…. The list narrows as you type. Search looks at names and the usual details such as email and phone.

Filter a list

1. Click Filter.
2. Pick a field. Type in Find a field… to find it quickly; your own fields are in the list too.
3. Choose the condition and the value. The condition appears as a chip and the list updates.

Add more conditions the same way. Click a chip to change it, its × to remove it, or Clear all to start again. Your filter stays in place when you come back to the page on the same browser.

Save a filter for later

1. Set up the conditions you want.
2. Click Saved, then Save the current filter.
3. Give it a name and click Save.

Next time, open Saved and click the name. Owners, admins and managers can also tick Share with the workspace so everyone sees it.

Sort a list

Click a column heading to sort by it, A to Z or smallest first. Click again to reverse the order, and a third time to go back to the normal order. The list remembers your sorting.

Choose what the list shows

Click Columns above a list to tick the columns you want. On a board or on cards the same button is called Card and chooses the lines each card shows. Every field is offered, including the ones your workspace added. Your choice is kept for you.

Change many records at once

1. Tick the box at the start of each row you want. The box in the heading ticks the whole page.
2. To go further, open Select in the bar under the list and choose This page or Everything in this list (or Everything in this filter when a filter is on). Everything means every page, not only the one you see.
3. Pick an action in the bar: Move to stage, Change responsible, Add observer, Remove observer, Add tag, Set source or Delete.
4. Choose the value and click Apply.

The bar then says how many were changed. Records you are not allowed to change are skipped, and the bar says why. Move to stage appears only on leads and deals. Delete appears only if your role may delete, and deleted records go to the Recycle bin, where they can be restored.

On a board

Boards (leads and deals) have the same actions:

• Hover a card and tick the box at its corner. Once one card is ticked, clicking other cards ticks them too. Hold ⌘ (Mac) or Ctrl (Windows) while clicking to open a card instead.
• Select every card on the board ticks them all.
• The actions appear in a bar above the board.
• The chips above the board show cards that need you: Overdue, Planned and No activity. Unassigned appears only when there are cards without a responsible person. Click a chip to show only those cards, click it again for All.

The dot before a card's name tells the same story at a glance: red when an activity is overdue, green when the next one is booked, amber when nothing is planned.