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Segmentation playbook: smart lists that drive automated follow-up

Build reusable smart lists on Contacts, then turn each segment into automated follow-up.

Open in SAMI OS

A smart list is a saved filter that always shows the current contacts matching your rules. The real win comes from connecting each list to action: enrolling it into a workflow, starting a SAMI Bot, or working it from the Inbox.

Build a segment from filters

Start on Contacts and open the Filters panel in the header. You can combine any of these into one segment:

  • Stage, Type, Source, and Tags to slice your database
  • Lead score to prioritize (for example, score is greater than or equal to 70)
  • SAMI status and Assigned user for ownership and bot state
  • Activity recency like Last contacted, Last call date, Last SMS date, Has open tasks, and Workflow status

For a re-engagement list, combine Last contacted is not in the last 30 days with a high Lead score. That surfaces warm leads who have gone quiet — the highest-value contacts to work first.

Save it as a reusable smart list

  1. Set your sort and columns first

    Before saving, sort the table (for example, by Lead score descending) and arrange your columns. Smart lists remember their sort order and column layout, so the list opens ready to work.

  2. Name and save

    In the filter panel, type a name in the Smart List name field and click Save Smart List. It appears in the Smart Lists rail on the left of Contacts, with a live count beside it.

  3. Choose who sees it

    A saved list is personal by default — only you see it. Use Share to generate a link or make the list public so your whole team works the same segment. Public lists show up in everyone's rail; personal lists stay yours.

Counts are calculated per viewer. Each teammate sees the number of contacts in a shared list that they actually have access to, so the same list can show different totals across the team.

Connect a segment to follow-up

A list is only useful when it drives outreach. Once a smart list is open, select contacts (or select all matching) to reveal the bulk action bar:

  • Pick a bot from the selector and click Start SAMI to enroll the segment into a SAMI Bot. SAMI drips enrollments through your calling window rather than dialing everyone at once.
  • Use Pause SAMI or Stop SAMI to manage contacts already in a sequence.
  • For email and text cadences, enroll the segment from Workflows.
  • Work replies as they come in from the Inbox.

Name lists by audience and intent so they stay usable across the team — Buyers · Cold 30d · Re-engage reads better than My list 2. A consistent prefix (Buyers, Sellers, Past clients) keeps the rail scannable.

Smart lists segment your CRM. For property-match alerts that notify buyers when new listings hit the market, use Saved Searches instead — those run against the MLS rather than your contact database.

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Last updated 2026-06-21

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