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List Views

Updated

List Views are filtered, sorted views of your records. They’re also what feeds the kanban view.

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Creating a List View

Apply filters to build a targeted view of your records. Views can be shared with your team or kept private to you.

Adding a New List View in Contacts — The screenshot shows the Contacts list in Insightly CRM with the gear/settings dropdown menu open, highlighting the “Add New List View” option. This feature allows users to create custom filtered views of their contacts, which is useful for organizing and quickly accessing specific groups of contacts.

Adding a New List View in Contacts

List View Sharing and Editing Options — This shows the sharing settings for a list view in Insightly CRM, offering options to keep it private, share it with everyone, or share it with a specific group of users. There is also an editing permission checkbox that restricts changes to only the owner and administrators.

List View Sharing and Editing Options

Customize which fields appear through the Choose Columns and Group Columns options. You can also mark a view as a favorite with the star icon to the right of the list view dropdown; favorites appear at the top of the dropdown for quick access. You can favorite up to 20 list views for each object type, including custom, shared, and standard views. If a view is unshared, has its sharing changed to exclude you, or is deleted, it is automatically removed from your favorites.

ℹ️ Note. Multi-Line Text fields are not searchable in List Views.

Custom filters

Filter criteria produce shorter, focused lists. The kinds of question filters answer:

  • Contacts with an address in a particular city
  • Organizations added this month
  • Open opportunities with a forecast close date in the next week
  • Projects at a given stage
Adding a Filter Row to Contacts List — The image shows the Contacts section of Insightly CRM with a “Add a Filter Row” link highlighted by a red arrow, indicating where users should click to begin filtering their contact list. This step is important for users who want to narrow down their contacts by specific criteria.

1 Adding a Filter Row to Contacts List

 Adding Multiple Contact List Filters with AND/OR — The screenshot shows the List Filters panel in Insightly CRM’s Contacts section, where a user is setting up two filters—one for Mailing Postal Code containing “9460” and another for Assistant Name—with a dropdown open to choose between AND or OR logic. This matters because selecting AND or OR determines whether contacts must meet both filter conditions or just one, directly affecting which contacts appear in the filtered list.

2 Adding Multiple Contact List Filters with AND/OR
Relative Date Filter Options in List Filters — The screenshot shows a contacts list filter using “Date Created greater than 27-Aug-2016,” with a tooltip popup explaining that Insightly supports relative date values like “Yesterday,” “Last Week,” “Next 3 Months,” and “Last Year” instead of fixed dates. This is useful for readers who want to create dynamic filters that automatically update over time without manually changing date values.

3 Relative Date Filter Options in List Filters

 Saving a Custom Contact Filter in Insightly — The screenshot shows a New Filter panel in Insightly’s Contacts section, where a filter for “Date Created = Last Week” is being saved with the name “Contacts created last week.” This demonstrates how users can create and save reusable filters to quickly find contacts based on specific criteria without re-entering the conditions each time.

4 Saving a Custom Contact Filter in Insightly

Configure Filter Logic. When you enter more than two filter rows, a Configure Filter Logic option appears. It lets you use Boolean operators to control how the rows combine, so entering (1 OR 2) AND 3 gives different results than 1 AND (2 OR 3). Filters save automatically to the list view with each change.

For custom field multi-select dropdowns, two filter operators are available when using filter logic in List Views, Dynamic List Rules, and Reports: Contains any adds records that have any of the selected values, and Contains all adds records that have all of them. Lists created before this operator was added are automatically assigned the Contains filter.

Sorting

In any grid view, click a column header to sort by that column. One click sorts ascending, a second click descending.

Sorting Contacts List by Full Name — The image shows the Contacts view in Insightly CRM with the “Full Name” column being sorted in ascending order, displaying contacts such as A.P. Chekhov, Denison Cabral, and Flannery O’Connor alongside their associated tags. This demonstrates how users can organize and browse their contact list alphabetically using the column sort feature.

Sorting Contacts List by Full Name

Kanban view

Kanban is a card-based view of Projects, Opportunities, or Leads. With a pipeline selected at the top, records appear as movable cards under each pipeline stage.

Switching to Kanban View in Projects — A dropdown menu is open in the Projects section of Insightly CRM, showing two display options: Grid View and Kanban View, with Kanban View highlighted and selected. This is relevant for users who want to visualize their projects as a Kanban board instead of a traditional list or grid layout.

1 Switching to Kanban View in Projects

 Choose Pipeline Dialog Box in Insightly — A modal dialog box allows users to select a pipeline from a dropdown menu, currently showing “01 deb task due date 1st.” Users can confirm their choice with the “Select Pipeline” button or dismiss the dialog using “Cancel” or the X button.

2 Choose Pipeline Dialog Box in Insightly
Kanban Card Drag and Drop Between Stages — A Kanban board called “The Candy Man Kanban” shows a card being dragged from the “Prepare Copper Pots” stage to the “Melt Chocolate” stage. This demonstrates how users can move project cards between pipeline stages by dragging and dropping them.

3 Kanban Card Drag and Drop Between Stages

 Kanban View of Sales Opportunities Pipeline — This image shows a Kanban board in Insightly CRM displaying sales opportunities organized into three stages: Identify Needs, Prep Quote, and Negotiate, each with deal cards showing dollar amounts, company names, and assigned users. This view helps users visualize and manage their sales pipeline by stage, making it easy to track deal values and progress at a glance.

4 Kanban View of Sales Opportunities Pipeline

⚠️ Two limits worth knowing. Kanban displays up to 200 records, and it shows only current leads, not leads already converted to opportunities.

The first two columns in your list view appear on each kanban card, below the record’s name and, for an Opportunity, its value. When you drop a card under a stage that has activity sets, the tasks and events in that set are created. A warning icon in the corner of a card means there are no tasks due in the near future, signaling that a customer or deal might need attention. Click the record name or the three-dot menu to view or act on the record.

Deleting a List View

Open the object, go to the List View you want to remove, click the gear icon, select Delete, and confirm.

Deleting a List View in Contacts — The screenshot shows the List View Actions dropdown menu open in the Contacts section, with the Delete option highlighted by a red box. This is relevant for users who want to remove a saved list view, such as the “Classics” view filtered by the “Literature” tag.

Deleting a List View in Contacts

Confirming Deletion of a List View — A confirmation dialog box asks “Are you sure you want to delete this List View?” with Cancel and OK buttons, triggered after selecting Delete from the List View Actions menu. This warns users that deleting a List View is a deliberate action requiring confirmation to prevent accidental removal.

Confirming Deletion of a List View

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