How to use Lists in SparrowCRM

Lists help teams segment, organize, and track groups of records from any object. A list is a curated collection of records pulled from a single object type, such as contacts, companies, or deals, that can be customized with its own fields, views, and templates.

What makes lists powerful is that each list can have its own set of fields, including fields that are not part of the original object template. Once added, the list tracks these fields for any record that enters it, without altering the underlying record structure.

Lists can be filtered, sorted, shared, and also contain views.

Lists is accessible from the sidebar.

Creating a List

To create a list:

1. Navigate to Lists from the sidebar.
2. Click + Create List.
3. Select the object type for the list (e.g., Contacts, Companies, Deals). Each list is tied to a single object type. You can only have one object in one list.
4. Choose the default view type:
5. • Table View — select which fields to track in the list. These can include fields that are not part of the record's default template.
   • Kanban View — select the stage field based on which the records will be grouped into columns.
5. Configure the list name and settings.
6. Click Create.

Adding Records to a List

Records can be added to a list in several ways.

From within the list: Click + Add Record to search and select existing records from the linked object. New records can also be created directly from the list. Records created here will follow the templates set by the list.

From a record page: While viewing a specific record (e.g., a contact page), click the Add to List icon at the top right corner to assign that record to any active list.

From an object page: On the Contacts, Companies, or Deals page, select multiple records using the checkboxes. A bulk action bar appears at the bottom showing the number of selected records. Click Add to List to add all selected records to a list at once.

From file imports: From the list settings, upload files and import records directly into the list. Appropriate permissions are required for this.

From Workflows: Automated workflows can add records to lists as an action step, allowing lists to be populated automatically based on triggers and rules.

Creating Views in a List

Lists support their own views, allowing teams to track and organize records within a list more effectively.

To create a view within a list:

1. Click the All records dropdown at the top left.
2. Select Create new view.
3. Enter a view title.
4. Select the view type: Table or Kanban. For Kanban, select the field to group records by.
5. Set the visibility: Only me, My teams, or Everyone.
6. Click Create view.

List Templates

List templates help capture information in a consistent format by defining which fields are visible when adding or viewing records in a specific list. Instead of seeing every available field for an object, a template only displays the fields relevant to that list.

Create a Template

1. Go to Settings > Lists > Templates.
2. Click Add New Template.
3. Define which fields should be visible.
4. Click Save.

The template is available for future use within that list.

Share a Template

After creating a template, share it with specific users or teams.

• Choose the appropriate access level (view-only or edit access).
• Assign it to specific users or teams as needed.

This ensures everyone working with the list captures information in a consistent format.

Sharing and Collaboration

Lists can be shared with specific users or teams. When sharing, you can set access levels:

• Full access - can edit records, fields, and list settings
• Edit access - can modify records within the list
• View access - can view the list but not make changes

When a list is shared, all views inside the list are shared with it.

Duplicating a List

To create a copy of an existing list:

1. Open the list.
2. Click More actions > Duplicate.
3. Choose which views from the current list to carry over to the duplicate.
4. Choose whether to retain the original sharing properties or set new ones for the duplicate.

Deleting a List

To permanently remove a list:

1. Open the list.
2. Navigate to List Settings > General.
3. Click Delete list at the bottom of the page and confirm.

List Settings

Admins can manage lists from within the list settings. Open a list and navigate to settings to access the following tabs:

• General - view and edit the list name, linked object, and delete the list
• Fields - view all fields used in the list and add new ones directly
• Access - see every member with access, modify access levels, and share with additional users
• Templates - view, create, and manage templates for the list
• Imports - import records into the list from external sources, track import progress, and keep a record of past imports

Lists provide a flexible way to organize and work with groups of records beyond the default object pages. By combining custom fields, views, templates, and sharing controls, teams can build focused workspaces for any workflow.