Creating a List
There are three ways to create a list:Create Manually
Click + New in the sidebar and select List. Choose what to track and configure it yourself.
List Templates
Templates give you a head start with pre-configured properties, statuses, and views:- Fundraising Pipeline — Track investors through your raise
- Sales Pipeline — Manage deals from lead to close
- Recruiting — Track candidates through your hiring process
- Portfolio — Monitor your investments
- Partnerships — Manage partnership opportunities
How Lists Work
Records
Each row in a list is a record. Records can be linked to people, companies, or stand alone as deals, tasks, or anything else. Click a record to open its detail page with:- Properties — All fields and their values
- Messages — Emails related to this record
- Activity — Timeline of changes and interactions
- Tasks — Linked tasks
- Documents — Linked documents
- Files — Files from related emails
- Links — URLs shared in related conversations
Properties
Properties are the columns in your list. Each property has a type:| Type | Description |
|---|---|
| Text | Free-form text |
| Long text | Multi-line text for descriptions or notes |
| Number | Numeric values (can be formatted as USD, percentage, etc.) |
| Date | Dates and deadlines |
| Checkbox | Boolean true/false |
| Select | Single choice from a dropdown |
| Multi-select | Multiple tags from a dropdown |
| Person | Link to a contact |
| Company | Link to an organization |
| People | Link to multiple contacts |
| Companies | Link to multiple organizations |
Adding Properties
Click Properties in the view toolbar to show, hide, or add new columns to your view.Status
Every list has a Status property that organizes records into four categories:| Category | Icon | Meaning |
|---|---|---|
| To-do | Circle | Not started |
| In Progress | Half circle | Currently active |
| Done | Checkmark | Completed |
| Cancelled | X | No longer relevant |
Editing Stages
There are three ways to customize your status options:From Kanban View
From Kanban View
In Kanban layout, each column represents a stage. To edit:
- Rename — Click the column header to edit the stage name
- Change color — Click the column header to change the stage color
- Reorder — Drag and drop columns to rearrange your pipeline order
From the Status Property
From the Status Property
Open any record and click the Status property in the sidebar to access property settings. From there you can:
- Add, remove, rename, or recolor status options
- Reorder options by dragging them
- Assign each option to a category (To-do, In Progress, Done, or Cancelled)
Ask the AI
Ask the AI
Tell the assistant what you want to change. For example:
- “Add a ‘Negotiating’ stage after ‘Proposal Sent’”
- “Rename ‘Closed Won’ to ‘Invested’”
- “Remove the ‘On Hold’ status”
Views
View Layouts
| Layout | Best for |
|---|---|
| Kanban | Pipeline workflows — cards grouped by status columns, drag to move between stages |
| Grid | Spreadsheet-style — sortable columns, bulk editing, data-heavy lists |
Creating Custom Views
Each list can have multiple views showing different slices of the same data.- Click + next to your view tabs
- Choose a layout
- Add filters and sorts
- Choose which properties to display
- Name and save the view
Filters
Filter records by any property. Combine multiple filters with AND (all conditions must match) or OR (any condition matches).Sorts
Sort by one or more properties, ascending or descending.Switching Views
Use Option + Tab / Option + Shift + Tab to cycle between view tabs, or click them directly.Built-in Tabs
Every list includes tabs for related data alongside your main records:| Tab | Shows |
|---|---|
| Messages | Emails related to records in this list |
| Tasks | Tasks linked to records |
| Documents | Documents linked to records |
| Files | Files from related emails |
| Links | URLs shared in related conversations |
AI Features
AI Autofill
Automatically populate properties based on related data. Autofill works two ways:- Automatic — Runs in the background on new emails, meetings, and calendar events. Configure it in Settings → Automations on any list.
- On-demand — Click the magic wand icon on any property in the sidebar or grid view column header. The AI searches the web, your emails, and enrichment data to fill the value.
Auto-Add
Automatically add records to your list based on your email and calendar activity. For example, add anyone you have a meeting with to your pipeline. Auto-Add runs based on your own connected account, not your teammates’. Learn more in Automations.List Context Docs
Give the AI context about your list so it can better autofill and answer questions. Click the Context button on any list to describe:- What the list tracks
- How records should progress through stages
- Criteria for status changes