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Smart lists

How to filter contacts by date, last activity or Do Not Disturb in a smart list

Go to Contacts › Smart Lists, click Advanced Filters, pick a date field (Last Activity, Created On, Last Appointment…) or a DND field, set the operator (in the last, more than, between, is empty, enabled…) and the value, then click Apply. Save it as a smart list to reuse it.

Updated on

Before you start

  • You need access to Contacts in your account.
  • Know which data you want to use: a date (for example last activity, created date, last appointment, date of birth, last email opened) or a Do Not Disturb status (SMS, email, calls, WhatsApp…).
  • Every filter has three parts: the field, the operator and the value. The available operators depend on the field type.
Where to find it

Contacts › Smart Lists › Advanced Filters

Step by step

Filter by a date field

  1. In the left menu, click Contacts and open Smart Lists (or the smart list you want to refine).
  2. Click Advanced Filters.
  3. In the search box, type the name of the date field and select it. Examples: Last Activity On, Created On, Last Updated On, Last Appointment At, Date of Birth, Last Email Opened Date, Last Email Clicked Date.
  4. Choose the operator. The main groups:
    • Relative to today: today, yesterday, tomorrow, this week, this month, this quarter, this year.
    • Exact date: on (a specific day) or between (a range).
    • Elapsed time: more than (for example more than 30 days ago, great for inactive contacts), less than, in the last (for example last 7 days, great for recent activity) and in the next (for example appointments in the next 3 days).
    • Comparison: after date or before date.
    • Empty: is empty (no record at all, for example contacts with no appointment ever) or is not empty.
  5. Fill in the requested value (number of days, a date or a range).
  6. To exclude instead of include, use the negative version of the operator (is not today, is not between, not in the last…).
  7. Click Apply.

Filter by Do Not Disturb

  1. In Advanced Filters, search for DND and pick the channel: all channels, SMS, email, calls and voicemails, WhatsApp, inbound, Messenger or Google profile messages.
  2. Choose Enabled (the contact opted out of that channel) or Disabled.
  3. Click Apply. For a campaign, filter by Disabled on the channel you will use, so only contacts who can receive the message remain.

Combine conditions and save

  1. Click Add Nested Filter when both conditions must be true at the same time (AND logic), for example "Last Activity more than 30 days ago" AND "SMS DND disabled".
  2. Click Add Filter when either condition is enough (OR logic).
  3. If you will reuse this filter, save it as a smart list: the list updates itself as contacts start or stop matching the conditions.

Tips

  • In the last finds recent engagement; more than finds inactive contacts; between works for reports on a period; is empty finds leads with no appointments.
  • Date filters work on any field that stores a date or date-and-time, including custom date fields.
  • Combine a date filter with a tag or an opportunity stage to target a campaign more precisely.

Common problems

  • The filter returns nobody → Check the operator: "more than 30 days ago" and "in the last 30 days" are opposites. Also confirm the chosen field actually has values on your contacts.
  • Contacts I don't want show up → You probably used Add Filter (OR) instead of Add Nested Filter (AND). Edit the filter and switch it.
  • I can't find the date field → Type part of its name in the filter search box. If it is a custom field, confirm in Settings › Custom Fields that it is a date type.
  • The list doesn't refresh → Saved filters are re-evaluated automatically, but reopen the list or refresh the page to see the latest entries.

Frequently asked questions

Can I filter by "last message"?

Use an activity date field such as Last Activity On, Last Email Opened Date or Last Email Clicked Date with the in the last or more than operator.

Does the date of birth filter work for birthday campaigns?

Yes: filter Date of Birth with is this month (or this week) and save it as a smart list to send your greetings.

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