Organise leads with views

A view is a saved filter dressed up as a clickable pill. Click it and the Leads table instantly shows only the leads that match. Leave it and the view is still there, waiting, the next time you need it. You never move leads in or out by hand; membership is live, so a lead appears in a view the moment its data matches and drops out when it doesn’t.

Views live at the top of the Leads page, in a card laid out as rows. Each row is a group: a label on the left and that group’s view pills on the right. Hide views collapses the whole card when you want the table to breathe (the button then reads Show views), and admins get a Manage button to edit the groups.

Every group is one of three kinds, chosen when it’s created. The kind decides whether you fill the group yourself or the system fills it for you. Here they are as an admin sees them in Manage mode, at full size:

• Custom is the workhorse. Each view is a name plus filter conditions you define (“Unassigned enquiries”, “Stale enquiries”). You add, edit, reorder and delete these freely.
• Monthly gives pills for recent months, generated from each lead’s created date. You only pick how many months to show (3, 6 or 12); the months themselves are filled in for you.
• Stages gives one pill per stage in the current pipeline, generated straight from it. Add or rename a stage and the group follows automatically.

Click a pill to apply its filter. Click the same pill again to switch it off and go back to the full list. Within a single group the choice is one at a time: picking a second pill in the same row replaces the first.

The power comes from selecting across groups. Each group can contribute one active view, and the selections stack: they combine to narrow the list to leads that match all of them at once.

Creating, editing, reordering and deleting views all happen in Manage mode, which is reserved for admins. Everyone on the team can see and select views; only admins see the Manage button. Your changes are held on the page until you save them all at once with Done, with one important exception you’ll meet in the warning below.

A Custom view is a name plus conditions. The example below makes the “Unassigned enquiries” pill: leads that are still at New enquiry and have no owner yet. Start in Manage mode, with a Custom group on screen.

The two auto-groups work differently from Custom ones: you don’t build their pills, and you can’t edit or delete individual pills inside them. They regenerate themselves.

• Monthly is counted back from today, newest first, and starts at 3 months. It rolls forward on its own as the calendar advances. Each pill filters on the lead’s created date for that whole calendar month. Only the count is saved; the months themselves are always relative to now.
• Stages generates one pill per stage in the current pipeline, in pipeline order. Reorder, rename, add or remove a stage in the pipeline and the group reflects it the next time you open the page, so there’s nothing to maintain here.

A starting layout for a typical enquiry pipeline. Build the Custom group by hand; add Monthly and Stages from the Add Group dialog and let them fill themselves. Each rule below reads as Field · Operator · Value, and a view’s rows all have to match.

• A view is a filter, not a folder. You never file leads into it; they match in or out automatically as their data changes.
• Views are per-pipeline. Switch the pipeline dropdown and you’re looking at that pipeline’s own groups. Stages always mirror the current pipeline.
• One pick per group; groups stack. Selecting a pill in a row replaces the previous one in that row, while picks across rows combine to narrow the list. Search and the Filters panel narrow it further.
• All of a view’s conditions must match. There is no “or” inside a view; split it into two views instead.
• Managing is admin-only. Anyone can select views, but only admins get the Manage button to create, edit, reorder or delete them.
• Deletes are instant. Removing a saved view or group in Manage mode reaches the server immediately. Cancel won’t undo it, and the whole pipeline loses it.
• Monthly and Stages run themselves. You choose the month count and you build the pipeline; the pills regenerate. You can’t edit or delete the individual pills, only the group around them.
• Done validates. Every group needs a name, every Custom view needs a name and a condition, and every Custom group needs at least one view, or the save is blocked.