How to Use Advanced Filters and Smart Lists in Workflows

Once you have more than a handful of workflows, finding the right one becomes the bottleneck. Advanced Filters slice the list by trigger, action, tag, or status. Smart Lists save those filter sets so you do not rebuild them every time.

Filters vs. Smart Lists

Advanced Filters are one-off. Apply them, find what you need, exit without saving.

Smart Lists persist. Save a filter set once, then click it from the Workflows dashboard whenever you need that view.

Apply Advanced Filters

1. Open Automations > Workflows.
2. Click Advanced Filters (top right). The filter panel slides in from the right.
3. Pick a filter type: Triggers, Actions, Tags, Status, Last Updated, or Last Modified By.
4. Choose an operator (equals, contains, does not contain) and the value.
5. Click Apply.

Combining filters

• And: Workflow must match every selected filter. Example: Published AND triggered by Form Submission.
• Or: Workflow matches at least one filter. Example: Published OR tagged with a specific tag.
• Trash icon: Removes a filter row.

Save a filter set as a Smart List

1. Apply the filters you want.
2. Click Save (it activates once filters are applied).
3. Choose Save as New Smart List and name it.
4. The Smart List now appears at the top of the Workflows page.

Create a Smart List from scratch

1. On the Workflows page, click + Smart List.
2. Configure the filters.
3. Click Save.

Edit or delete a Smart List

Open the Smart List, click Customize List in the top right, change the filters or delete the list, then save.

Visibility rules

• A Smart List created by a regular user is visible only to that user and to admins.
• A Smart List created by an admin is visible to all admins, but not to regular users.
• Promoting a user to admin grants access to all admin-created Smart Lists. Demoting an admin reverts visibility to only their own.