In this article, we will explore how using Advanced Filters and Smart Lists can simplify workflow organization. These powerful tools allow users to filter, sort, and save customized workflow views for more efficient management. Whether you're dealing with complex triggers, actions, or tags, these features help you stay organized and improve operational efficiency.
Key Features and Benefits:
Streamlined Workflow Management:
With Advanced Filters and Smart Lists, you can quickly narrow down workflows based on specific criteria such as triggers, actions, and tags. This eliminates the need for manual searching and helps you locate workflows in a matter of seconds.
Time-Saving and Improved Organization:
By saving your filtered views as Smart Lists, you reduce the need to repeatedly apply filters. This saves you time and ensures that your workflows are always well-organized, especially as your business grows and workflows multiply.
Better Collaboration and Visibility:
Teams can use Advanced Filters and Smart Lists to categorize workflows for different clients or departments, ensuring easier collaboration and tracking of automation processes. This enhances visibility across different teams and departments.
Prevents Redundant Workflows and Support Queries:
By saving filtered views as Smart Lists, you minimize the chances of duplicating workflows, which in turn reduces unnecessary support queries. Quickly finding existing automation helps prevent redundancy and increases efficiency.
Advanced Filters vs. Smart Lists: Understanding the Difference:
While both Advanced Filters and Smart Lists help in organizing workflows, they serve distinct purposes based on your needs.
Advanced Filters (One-Time Use): Advanced Filters allow you to apply conditions on-the-fly to find specific workflows without saving the filter. For example, you may want to quickly see all workflows in a specific state, like "Paused," and view them immediately. Once you're done, you can exit without saving the filter.
Smart Lists (For Repeated Use): Smart Lists, on the other hand, are saved filtered views that you can create and reuse. This feature is ideal for workflows you need to monitor frequently. For example, if you often need to review workflows triggered by form submissions, you can create a Smart List to save this filter and access it quickly each time.
How to Use Advanced Filters:
1. Accessing Workflows: Navigate to the workflows section within Progreda. Here, you will find a list of all workflows created in your account.
2. Opening Advanced Filters: Look for the Advanced Filters button at the top-right of the workflow page. Clicking this will open a panel on the side where you can start applying specific conditions.
3. Setting Your Filters: Choose from various filtering options such as triggers (e.g., form submissions), actions (e.g., sending an SMS), tags, or other workflow attributes like status or modification date.
4. Applying Filter Conditions: Once you've selected your filters, choose the appropriate operators (e.g., "is," "is any of") and specify the value for each condition.
5. Enter or Select a Value: Provide the necessary value based on the selected filter.
6. Adding Multiple Filters: For more refined searches, you can add multiple filters. You can use "And" or "Or" conditions to customize your search further.
7. Deleting a Filter: To remove a filter, simply click the trash bin icon.
8. Applying Filters: After you've configured your filters, click the "Apply" button to view workflows that match your criteria.
How to Use Smart Lists:
1. Saving Your Filtered View: After applying your filters, click "Save" to store the filtered view as a Smart List.
2. Creating a Smart List: If you need to create a new Smart List, simply click “+ Smart List,” apply your filters, and save it for future use.
3. Accessing Your Smart Lists: Saved Smart Lists will appear at the top of your workflows page. Click on any Smart List to instantly access the filtered results.
4. Managing Smart Lists: You can edit or delete a Smart List by clicking on it and choosing the "Customize List" option. Make adjustments as needed, and be sure to save any changes.
Frequently Asked Questions
Q. What’s the difference between a filter and a Smart List?
A filter temporarily refines workflows based on selected criteria, while a Smart List saves these refined conditions for easy future access.
Q. How many filters can I apply at once?
There is no specific limit. You can apply multiple filters and use both "And" and "Or" conditions to further narrow down the results based on your needs.
Q. How do I modify or delete a Smart List?
Click on "Customize List" to adjust the filter settings, or remove the Smart List entirely if it's no longer necessary.
Q. Who has access to view and manage Smart Lists?
A Smart List created by a user is only visible to that user and admins. If an admin creates a Smart List, it can be seen by all admins, but not by regular users. If a user is promoted to an admin, they gain access to all Smart Lists created by other admins. If an admin is demoted to a user, they can only view the Smart Lists they have created.
Q. Can Advanced Filters be applied to all types of workflows?
Yes, Advanced Filters can be used with all workflows, regardless of their complexity or structure.