Lists

Discover what SalesforceIQ Lists are and how to create them for your Organization. You'll also learn more about adding objects such as leads and opportunities to Lists, the Grid and Stream views, and Intelligence Fields.

Overview: List(s)

SalesforceIQ organizes your professional relationships using Lists. A List is a collection of Contacts or Accounts representing a people-driven process, such as a sales pipeline or a pool of recruiting candidates. You can use Lists to track any process or workflow related to Contact- or Account-based leads, opportunities, etc.

Video: What Is a List? (~1.5 min)

List Views

You can select to display a List in one of three views to track your processes.

  • The Stream view displays an activity log of emails and calendar events between your team working on this process and the Contacts for the lead, opportunity, etc. SalesforceIQ automatically brings the email and calendar information into the Stream, and you can manually add comments and notes pertaining that specific opportunity. Learn more about collaboration in the Stream.
  • The Grid view allows you to track information about the Contacts or Accounts on a List in standard or Intelligence Fields. You can use sorting and filtering to drill down to the information you want, and save filters so you can quickly bring up the information most important to you. As one example of the type of information displayed in the Grid, you can use statuses to indicate stages in your process. For a sales team, status options might include lead, contacted, deal won, or deal lost. Learn more about working with Grid view features.
  • Reporting allows you to track and measure your process. You can use filtering and sorting as in the Grid, and view information by status or teammate. Learn more about reporting in SalesforceIQ.

List Types

Every List in SalesforceIQ is either an Account List or a Contact List:

  • An Account List is made of up of Accounts—generally companies or divisions with companies. For each Account, you add one or more points of Contact.

    Note: Account Property and Company Property field types are available for Account Lists only.
  • A Contact List is made up of individual people.

Learn more about Contacts and Accounts.

Learn More

Check out our articles on Lists for more information on how to create and manage Lists, and learn more about reporting here.

About creating Lists

As a best practice, we recommend having fewer Lists. Each List should represent one of the processes you manage.

When you're trying to determine whether to create a new List, ask yourself the following:

  • Are you tracking a workflow that is not already represented on one of your Lists?
  • If you already have a List representing this workflow, do you need to track different information in the Grid fields for the relationships you're adding to the list? For example, you may have leads from two different sources, and you may be qualifying them differently, so you need to track different information about them.
  • Are different teams going to manage the information, such that different collaborators will need access to different information presented on the List?

If you can answer "yes" to any of these questions, we recommend creating a new List. Note that only Organization admins can create new Lists.

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How to import your data: Accounts and Contacts

Note: The procedure below applies if you are importing data to a new Account-based List. You can also import data in the following ways. Be sure to follow the correct procedure for the import path you want.

If you are an admin for your Organization, you can use the SalesforceIQ import tool to import data from an external system to a new List you create in SalesforceIQ. Our tool walks you through formatting your file correctly to import Contacts, Accounts, and List-specific items such as opportunities or leads.

Before You Begin

Note the following:

  • Imports are only accessible in a Chrome browser.
  • The new List name cannot be Owner or Owners.
  • To help ensure a smooth data import, format your data following the guidelines in Formatting data for import into SalesforceIQ.
  • Be sure to include an email address for any Contacts you import. This ensures that communication activity for that Contact appears in the Stream.
  • As part of the import process, you can map your existing data fields to Contact properties and Account properties in SalesforceIQ. Learn more about Contact properties here. Learn more about Account properties for all users here, and about Account property information specific to admin users here.

    Note: We recommend that you import Account properties only if they truly represent Account-level data. You can always build out Account properties after the import.

Video: Import Data (~21 min)

Learn:
How to format and import data to create a new list in SalesforceIQ (3:07)
How to successfully import your spreadsheet, step by step, to create a new list in SalesforceIQ (5:31)
How to complete your list setup by customizing your Statuses and Fields (15:19)

Import Data to a New List Associated with Accounts

  1. Export your data to a CSV file.
  2. In SalesforceIQ, click at the top of the screen, and then select Settings.
  3. On the screen that appears, click Lists, and then click Import List in the upper-right corner.
  4. Do the following to import your CSV file:
    • Drag the file into the Select a CSV file to Upload field, or click Choose File and browse to the file on your computer.
    • Enter the plural and singular forms of the items you want to track on the new List (leads, opportunities, etc.). The plural form becomes the new List name.
    • Select Accounts as the List type and click Next.

      Note: The CSV import screen contains information on the correct format for your CSV file. To see a template of the recommended CSV file format, click View an Example CSV.
  5. A series of informational screens appears explaining the three steps of the import process: Importing Account properties, importing Contact properties, and importing List fields. Please review the information before clicking Next.
  6. On the Import Account Properties screen, as well the import screens that follow, the field headers from your CSV file appear as a list on the left. Drag a header into a blank field on the right to enter that value in the field. The right section of each import screen shows a preview of how your entries will appear in SalesforceIQ. When you are finished entering values, click Next. Note: For an Accounts List, importing Account properties is required. At a minimum, you must enter a name for the Account by dragging an item into the Name field.
  7. On the Import Contact Properties screen, drag a header on the left into a blank field on the right to enter that value in the field. When you are finished entering values, click Next. For an Account list, this step is optional and you can Skip it.Note: If you choose to import Contact properties, you must populate the Name field to change the Skip button to Next.
  8. On the Import Fields to a New List screen, drag a header on the left into a blank field on the right to enter that value in the field. Each field you import becomes a field in your List. When you are finished entering values, click Next. Note: Importing fields to a new List is required. At a minimum, you must import a value such as an individual, company, or deal name to the first field displayed on the right—the field that indicates what type of object (lead, opportunity, etc.) you are tracking on this List.
  9. If your CSV file contains any duplicate entries, a screen appears asking whether you want to merge them. If you don't merge the entries, the import process creates a new List object for each entry in the CSV file. If you choose to merge the entries, the import process first merges them into a single entry in the CSV file, and then creates a single List object from the merged entry. Merging the entries impacts the CSV file only—it doesn't merge the entries with any existing object on the List.Note: If you are importing to an Account that already exists in your Account gallery, the Account property data in this import will overwrite existing Account properties. For example, say you have the Avocado, Inc. Account in your Account gallery. The Industry Account property is Tech. Now assume your data to be imported also contains an Avocado, Inc. Account, but this time the Industry Account property is Storage. After the import, the Avocado, Inc. Account will have the Industry Account property set as Storage.
  10. Review your information on the Review and Complete Your Import screen. If you want to change any entries, click to the right of the appropriate section.
  11. When you are happy with your import settings, click Complete Import.

Import data: Existing Account List

Note: The procedure below applies if you are importing data to an existing Account-based List. You can also import data in the following ways. Be sure to follow the correct procedure for the import path you want.

If you are an admin for an Organization, you can use the SalesforceIQ import tool to import data from an external system to an existing List. Our tool walks you through formatting your file correctly to import Contacts, Accounts, and List-specific items such as opportunities or leads.

Before You Begin

Note the following:

  • Imports are only accessible in a Chrome browser.
  • If a List reaches 50,000 objects, you can no longer import data into the List. You can, however, continue to add items to the List manually.
  • To help ensure a smooth data import, format your data following the guidelines in Formatting data for import into SalesforceIQ.
  • Any fields you want to import into an existing List must already exist in the List. Learn how to add fields to a List.
  • Be sure to include an email address for any Contacts you import. This ensures that communication activity for that Contact appears in the Stream.
  • As part of the import process, you can map your existing data fields to Contact properties and Account properties in SalesforceIQ. Learn more about Contact properties here. Learn more about Account properties for all users here, and about Account property information specific to admin users here.

    Note: We recommend that you import Account properties only if they truly represent Account-level data. You can always build out Account properties after the import.

Import Data to an Existing List Associated with Accounts

  1. Export your data to a CSV file.
  2. In SalesforceIQ, open the Accounts List into which you want to import the data.
  3. Click the List name at the top of the screen, and then select Import.
  4. To import your CSV file, drag the file into the Select a CSV file to Upload field, or click Choose File and browse to the file on your computer, and then click Next.

    Note: The CSV import screen contains information on the correct format for your CSV file. To see a template of the recommended CSV file format, click View an Example CSV.
  5. A series of informational screens appears explaining the three steps of the import process: Importing Account properties, importing Contact properties, and importing List fields. Please review the information before clicking Next.
  6. On the Import Account Properties screen, as well the import screens that follow, the field headers from your CSV file appear as a list on the left. Drag a header into a blank field on the right to enter that value in the field. The right section of each import screen shows a preview of how your entries will appear in SalesforceIQ. When you are finished entering values, click Next. Note: For an Accounts List, importing Account properties is required. At a minimum, you must enter a name for the Account by dragging an item into the Name field.
  7. On the Import Contact Properties screen, drag a header on the left into a blank field on the right to enter that value in the field. When you are finished entering values, click Next. For an Account list, this step is optional and you can Skip it. Note: If you choose to import Contact properties, you must populate the Name field to change the Skip button to Next.
  8. On the Import Fields to an Existing List screen, drag a header on the left into a blank field on the right to enter that value in the field. Each field you import becomes a field in your List. When you are finished entering values, click Next. Note the following:
    • Importing fields to a List is required. At a minimum, you must import a value such as an individual, company, or deal name to the first field displayed on the right—the field that indicates what type of object (lead, opportunity, etc.) you are tracking on this List.

      Note: If you import a List object that already exists in the List, SalesforceIQ creates a second List entry with the same List object name to avoid overwriting any data.
    • The fields available for import are the ones from your existing List.
  9. If your CSV file contains any duplicate entries, a screen appears asking whether you want to merge them. If you don't merge the entries, the import process creates a new List object for each entry in the CSV file. If you choose to merge the entries, the import process first merges them into a single entry in the CSV file, and then creates a single List object from the merged entry. Merging the entries impacts the CSV file only—it doesn't merge the entries with any existing object on the List. Note: If you are importing to an Account that already exists in your Account gallery, the Account property data in this import will overwrite existing Account properties. For example, say you have the Avocado, Inc. Account in your Account gallery. The Industry Account property is Tech. Now assume your data to be imported also contains an Avocado, Inc. Account, but this time the Industry Account property is Storage. After the import, the Avocado, Inc. Account will have the Industry Account property set as Storage.
  10. Review your information on the Review and Complete Your Import screen. If you want to change any entries, click to the right of the appropriate section.
  11. When you are happy with your import settings, click Complete Import.

Format data for import

Here are some best practices to consider when formatting your data for import to a new List or an existing List in SalesforceIQ.

Note: The import tool includes a downloadable sample CSV template to help you format your data correctly.

Data Required for Import

When preparing your data for import, keep in mind that certain fields are required, as follows:

  • For an Account-based List, you must have at least one data field that you can import as the Account Name field.
  • For a Contact-based List, you must have at least one data field that you can import as the Contact Name field.
  • Be sure to include an email address for any Contacts you import.

File Size and Format

Currently, you can import CSV files containing up to 50,000 rows.

Data you want to import must be in CSV format. Sometimes, when downloading to CSV you may run into some issues. For example, if any cells in your data file start with the = symbol, you may get a #NAME? in those cells. To fix this, remove the = symbol from the cells displaying this error.

Also note the following:

  • Make sure your CSV files contains no empty column headers.
  • Make sure the first row in your CSV contains your field names.

Multiple Contacts in an Account List

You can import multiple Contacts per Account List object (lead, opportunity, etc., shown here as Lead in the first column), but you must format them in a specific way. The name of the company must be duplicated for each List object, and the objects must appear one after the other, as shown here:


In this example, certain columns (Primary Contact, Primary Contact Email, Phone) contain Contact-specific data, while others (Lead, Company Location) contain Account-specific data. The import tool uses the first row of the CSV file to create the company Account.

The import tool accepts the following Contact-specific data only:

  • Name
  • Email
  • Phone(s)
  • Title
  • Company
  • Twitter
  • Address

Skype or Facebook accounts associated with individual Contacts aren't imported. If you can't lose that data, we recommend that you create a Contact list.

If your spreadsheet contains multiple contacts, but they are listed in columns as primary contact, secondary contact, etc., as shown here:


then you must move each contact to its own row. In this example, you must move Darius below Richard to a separate row. If your spreadsheet contains a large number of Contacts in this format, you can reformat them quickly by doing the following:

  1. Copy and paste the first column next to the column for the secondary Contact.
  2. Copy and paste all of the secondary Contact information, including the new first column, below the primary Contact row. Make sure to move the pasted data back to initial column.
  3. Select all cells, and then click Data > Filter.
  4. Sort by the name of the List object. This leaves the primary Contact on top and the secondary, tertiary, etc. Contacts below.

Multiple Phone Numbers or Emails Per Contact

If you have multiple phone numbers or emails for a Contact, they must be in the same row as the Contact—either in a different column or in the same column, but comma-separated. The following images show acceptable formats:



Date Formatting

The dates in your data may be in a format other than 12/24/2010. To change this:

  1. Select all cells.
  2. Right-click and select Format Cells.
  3. On the Number tab, click Date.
  4. Under Locale, make sure English (U.S.) is selected, and then select the date format as shown above.

Sometimes the date format includes the time as well: 12/24/2010 13:45:26. You can import this format into SalesforceIQ; however, only the date appears, without the time. If you want the time to appear in SalesforceIQ also, you must insert a space between the date and the time to create separate columns. You can then format each column by right-clicking it and selecting Format Cells.

If the date cells contain other information such as words, symbols, etc., this information doesn't appear in SalesforceIQ.

Phone Numbers in Scientific Notation

Phone numbers sometimes show up in scientific notation. If you want every digit displayed, do the following:

  1. Select all cells.
  2. Right-click and select Format Cells.
  3. On the Number tab, click Custom.
  4. Under Type, select 000.

This changes the number format to show every digit.

Multiple List Items

If you want to populate a field with multiple options, enter each option separated by a comma in a cell under the field name column. In this example, Office Location is the field name and APAC, EMEA, and US are the options.


During the import process, if you import the field as a multi select field, each option appears as a list option.

Deals and Accounts

If you would like to set the List object as a deal name and the Account as something different, simply set them up as two separate columns. During the import process, on the Import Account Properties screen, drag the Account column here:

Then, on the Import Fields to a New/Existing List screen, drag the Deal column into the object name field as shown here:

Address for Contact or Account Properties

If you would like to associate an address with a Contact or company, you must ensure that the entire address is in a single cell. Excel offers two formulas for combining cells. Using the following address as an example:


To combine it all, you can enter the following formula in cell G2:

=B2&" "&C2&" "&D2&" "&E2&" "&F2

or

=CONCATENATE(B2," “,C2," “,D2," “,E2," “,F2).

Note: If the address contains extra spaces before, in the middle, or after, you can use the following formula:

=TRIM(G2).

Contacts and Accounts in Separate Lists

If you have Contacts and Accounts in a separate List, you have to use a vlookup to add the contents to the same List. If you have an Account ID in both Lists, use that as the identifier. If not, you need to use the name of the List object.

The vlookup formula is as follows:

=VLOOKUP([{cell name}{contact ID or name you want to look up}], [range of data you're looking up, with the first column being the column containing the contact ID or name you're looking up and the last column being the data you're looking up],[number of columns until the column with data you're looking up],[the word “false"])

An example might look like this:

=VLOOKUP(B2,E$2:F$999,2,false)

If you're having any difficulties, many helpful videos are available on YouTube.

In any case, the strategy is to get the List objects that correspond to the contacts on the contacts spreadsheet (on the same row as each corresponding contact). Then you copy all the pertinent contact data with the List object data back into the Account sheet (below all the other data). Take care to move the List object data to the same column as the other List object data and then filter by List object to move the Contacts right under the row of data that corresponds to the right List object.

Special Characters

SalesforceIQ supports importing special characters that contain accents, such as é, ü, or ñ. The steps for importing special characters depend on whether you are exporting from Excel or Numbers.

Excel

The Excel CSV file type doesn’t support special characters. Follow these steps to import special characters from Excel.

  1. Make sure your Excel file is formatted correctly, and save it as a .txt file.
  2. Open the text file in TextEdit (Mac) or Notepad (Windows).
  3. The file is tab-delimited. You need to change it to comma-separated. To do this:
    • Do a find and replace for all the tabs in the document.
    • Select a space between and two values and copy it (Ctrl+C).
    • Open the find and replace window.
    • Paste the tab in the Find field. Enter a comma in the Replace field.
    • Click Replace All. Your text file should now look like a string of comma-separated values.
  4. From the File menu, select Save As.
  5. For the plain text encoding, select Unicode (UTF-8).
  6. Open the folder where you saved the file and manually change the extension from .txt to .csv.
  7. Import the newly created CSV file.

Numbers

  1. Open your spreadsheet in Numbers.
  2. Remove any extra columns or rows. There should be no empty columns or rows visible beyond your data, as shown here.
  3. Go to File > Export to > CSV.
  4. Click Advanced Options and select Unicode (UTF - 8) from the Text Encoding drop-down menu.
  5. Save your CSV file as usual and import.

Before Merging Lists

The new import tool does not check for duplicate List objects in a List merge. If you don't want to import a duplicate List object , you must do a vlookup to see which (if any) objects already exist in the original List.

Mixed Data in Columns

If you have a column that has mixed data and you are trying to find a way to separate them, a useful function combo is IF + ISNUMBER.

For example: If you have a column with emails and names (column A), you can paste the following formula in column B:

=IF(ISNUMBER(FIND("@",A2)),"true","false")

This gives you a “true" response if it finds the “@" symbol (which any email has), and a “false" response if it doesn't. You can then apply filters and sort by column B so that you have all the cells containing emails in consecutive order.

Recommended Lists

Which Lists should you use for your business process? See our recommendations here.

Sales

We recommend the following Lists for managing your sales processes:

  • Leads—Usually a Contact-based List
  • Opportunities—Usually an Account-based List
  • Customers—Usually an Account-based List (Optional)

Note: For Sales processes, don't forget to set up a conversion flow from one List to the next.

Business Development

We recommend the following Lists for managing business development:

  • Opportunities
  • Partnerships

Account Management

We recommend the following Lists for managing your Accounts:

  • Customers or Clients—Usually an Account-based List
  • Opportunities List for your sales team—Usually an Account-based List (Optional)

Venture Capital

We recommend the following Lists for managing your venture capital workflows. You should create the Lists as a pair, as shown here, and set up a conversion flow between them:

  • For Deal Tracking—Deals, Portfolio Companies
  • For Fundraising—LP Tracking, LP Management

For Start-Up CEOs

We recommend the following Lists:

  • Top Lists—Leads, Opportunities, Fundraising
  • Other common Lists—Customers, Recruiting

Track multiple relationships/opportunities for an Account

You use Account Lists in SalesforceIQ to track a lead, opportunity, and so on throughout every stage of the process. However, sometimes you may have more than one deal or opportunity associated with an Account.

When you add a object such as a lead or opportunity to an Account List, the Account name associated with that object displays by default. You can change the display name to indicate that the object is associated with a specific deal or opportunity for that Account.

Note: If you want to associate multiple opportunities for parent and child companies, follow these steps instead.

  1. When you add the List object, you are prompted to either search for the Account associated with it or to create a new Account. Enter the company name and select the Account from the entries that appear.
  2. After you select the account, edit the name to reflect the opportunity.
  3. The icon appears next to the List object name in the Grid view. Click to edit the object name displayed.

The display name now shows that this is a unique opportunity within this Account. Each Account List object has specific Points of Contact, which you can update using the Add Contacts option. SalesforceIQ provides a list of suggested Contacts for you to choose from, making it that much easier to create multiple opportunities.

You can also go to the Account page, where you can see every List this Account exists on—including the status, owner, and Contacts specific to the List object—as well as view all the Contacts on the Account.

Associating Parent and Child Companies

If you’re trying to associate multiple opportunities for parent and child companies, we recommend creating the parent company as an Account and adding all the associated child companies or brands as opportunities on your List.


Note: Because you’re attributing the opportunity to the parent Account, each opportunity will not have its own child company Account Profile.

  1. Add an Account using the parent company information.
  2. When you create a new opportunity for the child company, make sure to attribute the opportunity to the parent Account.
  3. Update the Contacts for your opportunity to include only the people you’re communicating with for that specific opportunity.

Use navigation shortcuts

You can use hotkeys and keyboard shortcuts to navigate, make edits, and do other work in SalesforceIQ. As the tables below show, you can use these keys in the Grid and Stream views, within an individual Stream item, and in the Snapshot and Fields tab sections within the Stream view.

Grid


Hotkey/Shortcut Function
Arrow keys Navigate up, down, right, left
Cmd + Arrow key Move to the next cell containing data
Cmd + Shift + Arrow key Select the data between the highlighted cell and the next cell containing data
Tab Save the contents of the cell, move to the cell to the right
Shift + Tab Save the contents of the cell, move to the cell to the left
Ctrl + C Copy
Ctrl + V Paste
Ctrl + Z Undo
Ctrl + Shift + Z Redo
Enter Open the cell, close the cell, move to the next row
Space bar Acts like clicking: When a List object is selected in the Grid, opens the Stream; when a Grid cell is selected, allows you to edit the cell
Delete/Backspace Remove data from selected cell or cells
Cmd + Click Click the field header to highlight an entire field; you can select multiple fields that aren’t next to each other
Shift + Click To highlight multiple fields in a row, click the leftmost field header, select Shift, and click the rightmost field; this selects all fields in between
Escape Close the cell without saving the contancts

Stream


Hotkey/Shortcut Function
Tab/Right arrow key Move to the section to the right (Snapshot > Stream pane > each sidebar tab)

Shift + Tab/
Left arrow key

Move to the section to the left (each sidebar tab > Stream pane > Snapshot)
Up and down arrow keys Move to the previous/next item
C Open the comment box
Shift + C Close the comment box
Esc When the comment box is open, move the focus to the stream pane
L Open the log event form
Shift + L Close the log event form
F Open the filter form
Shift + F Close the filter form

Single Stream item


Hotkey/Shortcut Function
E Enter edit mode for a manual event or comment that is yours
D Delete the event for a manual event or comment that is yours
Enter Toggle the display of an email body if on an email you have access to
R Reply to an email that is yours
Shift + R Reply-all to an email that is yours
A Request access to an event that is not shared with you
S Share the event
U Unshare the event

Snapshot

Hotkey/Shortcut Function
Tab/Right arrow key Move to the section to the right (Snapshot > Stream pane > each sidebar tab)
Shift + Tab/
Left arrow key
Move to the section to the left (each sidebar tab > Stream pane > Snapshot)
Up and down arrow keys Move to previous/next item
C Open the comment box
Shift + C Close the comment box
Esc When the comment box is open, move the focus to the stream pane
L Open the log event form
Shift + L Close the log event form
F Open the filter form
Shift + F Close the filter form

Fields tab

Hotkey/Shortcut Function
Tab/Right arrow key Move to the section to the right (Snapshot > Stream pane > each sidebar tab)
Shift + Tab/
Left arrow key
Move to the section to the left (each sidebar tab > Stream pane > Snapshot)
Up or down arrow keys When all fields editors are closed, move to the previous/next field item
Tab/Shift + Tab When a field editor is open, move to the next/previous field item and open that field editor
Enter

When a field item is highlighted, open that item's editor

When on the field describing what the List is tracking (deal, opportunity, etc.), open the edit List object form

When on the auto-sharing field item, toggle the auto-sharing switch

Esc Close any open field editor, keeping the focus on that field item

Use List filters

A saved filter offers a particular way of sorting and filtering the Contacts and Accounts on a List, such as including only Accounts or Contacts in active statuses versus those that have reached an inactive status. You can save filters and access them across the Grid and Stream List views.

Note: You can also filter the Stream view.

You can use saved filters to easily sort and access the information you want to see.

Note: When you add a new field to a List, be sure to check the Enable Filtering box if you want to filter on that field.


Create a Saved Filter

  1. In the Grid or Stream view, click Filters at the far right of the screen.
  2. Search for or browse to the first field you want to filter on.
  3. Highlight the field name and select the filter options on the left.
  4. Repeat steps 2 and 3 for any other fields you want to include in the filter view.
  5. Click Save at the bottom of the filters panel.
  6. Enter a name for the filter and click Save.

Note: You can now filter using the parameters "(Has value)" or "(No value)" on your chosen field, as follows:


Apply Saved and Basic Filters

  1. You can access saved and basic filters in one of two ways:
    • At the top of the screen, hover over the List you want to filter. The filters for that List are displayed.
      Note: If the List you want isn't displayed at the top of the screen, learn how to customize the List display.
    • Click Filters at the far right of the screen, and then click the drop-down list at the top of the filters panel.
  2. Filters appear in three categories:
    • Your Saved Filters—Filters you created.
    • Basic Filters—Default filters for all Lists. These include filtering by All Active statuses and All My Active statuses.
    • Other Saved Filters—Filters created by other user on the List.
    Search for or browse to the filter you want, and click to apply it. The applied filter appears at the top of the screen, above the Grid or Stream.

Note: To quickly filter on one or more List objects, check the boxes to the left of each object name, and then click Filter by Selected above the Grid.

Clear Part or All of a Filter

When you apply a filter, you can clear part or all of the filter:

  • To remove one or more options for a field—for example, to remove some statuses from a filter view—highlight the field and uncheck the options to the left.
  • To remove an entire field from the filter view, highlight the field and click Clear to the right.
  • To completely clear the filter view, click Clear All to the right of Filtered By in the filters panel, or click X to the left of Filtered By at the top center area of the screen above the Grid or Stream.

Note: You can also delete any saved filter from the list by highlighting the filter name and clicking to the right. Any collaborator on a List can delete a filter created by any other collaborator.

Add/remove fields

If you add or remove a field, this change applies to all users. If you delete a field, an alert appears asking you to confirm you want to do this.

Add a Field to the Grid

  1. With the List Grid view open, do one of the following:
    • Scroll to the far right of the Grid and click Add a Field.
    • To add a field to the left or right of any other field in the Grid, click the arrow to the right of the existing field header and select either Add Field to Left or Add Field to Right from the drop-down menu that appears.
  2. Choose whether to create a standard, Intelligence, company, account, or other List field. Note: Learn more about the special types of fields you can use here.
  3. Click Save.

Video: Adding Fields (~3 min)

Remove a Field From the Grid

  1. Click the arrow to the right of the field header you want to delete.
  2. On the confirmation screen, enter DELETE THIS FIELD.

    Note: Deleting a field permanently erases all the data in it.
  3. Click Delete Field.

Note: You can also delete a field from the Add a Field dialog. With the dialog open, hover over any field name, and then click .

Customize the Grid

If you reorder or hide/show a field, this change appears in your Grid view only. It doesn't impact the Grid view that appears to other users. If you choose either of these options, you can easily restore the Grid to its default view.

Reorder a Field

You can reorder a field in one of three ways:

  • Click the field header once to select the field, and then click again and drag and drop the field header wherever you would like it to appear in the Grid. You can use this method to reorder multiple fields at once by holding down Shift before clicking the field headers.
  • To move the field one at the time, click the arrow to the right of the field header and select either Move Left or Move Right.
  • In the Add a Field dialog, click and drag to the left of any field name, and then drag and drop the field wherever you want it to appear in the Grid.

Hide or Show a Field

You can hide a field in one of two ways:

  • In the Grid view, click the arrow to the right of the field header and select Hide Field.
  • In the Add a Field dialog, hover over any field name, and then click .

To show a hidden field, click that appears in the header row where the hidden field is located.

Reset the Default Grid View After Reordering or Hiding Fields

To return to the default Grid view after you reorder or hide fields, do the following:

  1. Scroll to the far right of the Grid.
  2. Click Add a Field.
  3. Click show more details in the lower-left corner of the screen.
  4. Click Reset Field Order in the lower-right corner of the screen.
  5. Click Save.

    Note: For Organization admins, another option appears at the bottom of the Manage Fields screen: Save as Default Field Order. If other List users reorder or hide fields, they can later revert to the default List order set by the admin.

Copy/convert List objects

You have several ways of copying or converting an object (lead, opportunity, etc.) on one List to another List:

  • Copy just the object names from one List to another.
  • Copy both the object names and the Grid format from one List to another.
  • Convert an object on one List to another—for example, convert a lead to an opportunity, or an opportunity to a customer.

Copy Only the Object Names From One List to Another

Only SalesforceIQ CRM default fields and Intelligence fields are copied to the destination List. To view data for Contact fields or Account fields, you need to manually add them to the destination List.

  1. In the List Grid view, check the boxes to the left of the objects (Contacts or Accounts) you want to copy.
  2. In the toolbar that appears above the List, click Copy to.
  3. Select the new List and click Ok.

Copy Both the Objects and the Grid Fields

Only SalesforceIQ CRM default fields and Intelligence fields are copied to the destination List. To view data for Contact fields or Account fields, you need to manually add them to the destination List.

  1. Click the List name at the top of the Grid view and select List Settings.
  2. In the Settings, under Copy List Format, click the Create a new list link. This copies the List template, but not the Contacts, Accounts, or content.
  3. Return to the original List and check the boxes to the left of any objects that you want to copy. To select all the List objects, check the box at the above the List.
  4. In the toolbar that appears above the List, click Copy to.
  5. Select the new List as the destination and click Ok.
  6. To copy the Grid contents to your new List, use hotkeys to highlight the Grid contents and copy and paste the information from one List to another.

Convert and Move an Object to Another List

When a List admin enables a conversion flow between Lists, you can quickly convert an object and move it to another List in your organization. All converted objects on the destination List start at the first active status for the Status field on that List. Depending on the settings chosen by the List admin, the conversion process can also copy over comments and notes.

Only SalesforceIQ CRM default fields are converted and moved to the destination List. To view data for Contact fields or Account fields, you need to manually add them to the destination List.

Note: After conversion, the status of the object on the originating List changes to the post-conversion status chosen by the administrator when setting up the conversion flow, and the Days in Status field resets to 0.

  1. Open the List containing the object you want to convert.
  2. Check the box to the left of the object name
  3. In the toolbar that appears above the List, click Convert.

    Note: If Setup Convert appears instead of Convert, it means that a List admin hasn't set up the conversion flow settings for that List. Learn more here.
  4. If one or more Accounts already exists that contain the List object you are converting, the existing List objects are displayed. Do one of the following:
    • To update an existing List object, click the object.
    • To create a new List object, click Add a new [List object] with this account.
  5. Search for or select any Contacts you want to add to the object on the destination List. Any Contacts to the List object are also automatically added to the Account.
  6. Click Convert.
  7. Select the object Owner in the destination List.
  8. Click Save.

Note: A caveat applies to conversion if both of the following are true:

  • You convert a Contact from a Contacts List to an Account in an Accounts List.
  • You have Other List fields in the destination List.

In this case, if you later convert a different Contact into the same Account, the second Contact's information overwrites the original Contact's information in the Other List fields on the destination List.

Change List object name or Account

A List object is an opportunity, deal, prospect, etc. that appears on a List associated with an Account you create. You can change a List object name, or change the name of the Account associated with a List object.

Change a List object name

  1. In the Grid, click to the right of the object name.
  2. Enter a new name.
  3. Click Save at the bottom of the screen.

Change the Account name associated with a List object

  1. In the Grid, click to the right of the object name.
  2. Click Change Account.
  3. Enter the Account name and do one of the following:
    • If the Account appears in the search results list, click the Account name.
    • To create a new Account for the object, click Create [Account name] at the bottom of the search results.

      Note: Creating an Account can result in duplicate Accounts. Before you create a new Account, make sure that the Account you want doesn't already exist in SalesforceIQ.
  4. Click Save.

Overview: Stream view

The Stream is a List view that displays an activity log between your team working on the List process and the Contacts for the lead, opportunity, etc. SalesforceIQ automatically brings the following into the Stream:

  • Emails
  • Email attachments
  • Logged phone calls and meetings
  • Calendar events
  • Tasks
  • Comments


The Stream view provides a number of options that let you easily and quickly collaborate with other members of your team. You can also filter the Stream view to show only the information you want.

Video: Stream View Collaboration (~2 min)

Use Stream filters

SalesforceIQ's Stream filters let you quickly customize the Stream view to show only the information you want for a given List object (lead, opportunity, etc.). You can filter the Stream view in two ways:

  • By field name.
  • By criteria you select—for example, activity shared with a certain user, related to a certain point of Contact, or reflecting a certain type of event. You can use a preset quick filter or select options to create a custom filter.

To filter by field name:

  1. Open the Stream view for a List object by clicking the object name in either the Grid view or the Stream view for the full List.
  2. In the Fields tab on the right side of the Stream view, a Filter fields box is displayed. Enter the field name in the box. The Fields tab automatically displays any fields that match the term you entered. Note: The results include any filter that matches the term you enter anywhere in the filter name. For example, entering St returns both Status and Last Communication.

To filter by criteria you select:

  1. Open the Stream view for a List object by clicking the object name in either the Grid view or the Stream view for the full List.
  2. At the top of the Stream, click .
  3. A menu appears displaying options for filtering the Stream view. Do either of the following:
    • Select a quick filter option from the drop-down menu.
    • Check one or more boxes to create a custom filter. You can filter by type of event, user, or point of contact.
  4. Click Apply Filters.

Note the following:

  • If you create a custom filter, you can check any number of boxes—including multiple boxes under the same category—to fully customize the filtered view. To quickly uncheck all the boxes, click Clear all filters.
  • To change your filter criteria for the Stream you are viewing, click Edit. To remove all filters from the Stream view, click Clear.
  • The filters apply to the current List object Stream only, while you are viewing that Stream. If you open another List object Stream or close and reopen the current Stream, all filters are off.
  • If any new activity takes place in the List object Stream, it appears at the top of the Stream even if the activity doesn't meet your filter criteria. This keeps you up-to-date on current activity even in a filtered view. For example, if you have set a filter to view comments only and a new email arrives, the email appears at the top of the Stream.

View Google Calendar Stream events

Your Google Calendar syncs automatically when you connect your Google account to SalesforceIQ.

To see an event in the Stream on a List, make sure to do either of the following:

  • Invite the contact to the calendar event.
  • Include the contact's exact email address in the Description section of the calendar event. On an iPhone, this section is called Notes.

If an event isn't appearing in the Stream, check the following:

  • Make sure that the event is on the calendar for the Google account you connected to SalesforceIQ. The Stream view doesn't pull in events from shared calendars or forwarded accounts.
  • Make sure that you have the same email address associated with the Contact on the List. To check this, click and view the emails that are listed for the Contact.

Create/rename/delete Lists

Certain List tasks are available to Organization admins only. These include creating, renaming, or deleting a List.

Create a List

SalesforceIQ provides a default Opportunities List to all new Organizations. You can customize this List as needed.

In addition, Organization admins can create new Lists as described in this article. Any List you create can be composed of Account or Contact List objects (leads, opportunities, etc.).

Note: As a best practice, we recommend having fewer Lists. Each List should represent one of the processes you manage. For help with deciding whether to create a new List or add objects to an existing List, see Considerations for creating a new List.

  1. Click at the top of the screen, and then select Settings.
  2. On the screen that appears, click Lists, and then click Create a New List on the right side of the screen.
  3. The most common List types are displayed. To create one of these Lists, simply select it.

    To create a different type of List, select Other.
  4. Each default List is set to track companies (an Account-based List) or individual people (a Contact-based List). To track your data in a different way, click the Switch to track option below the List type. If you selected the Other List type, select whether you want to track companies or indviduals.
  5. (Optional) Under Name your list, the fields are populated with the plural and singular forms of the entries being tracked by the List. You can enter new names if you want.
    • The plural form becomes the List name.
    • The singular form becomes the heading for the first field in the Grid view. See List Naming Best Practices for more information.
  6. Click Create.
  7. Click Add [List object] to start adding the objects you want to track for your process.

Your new List appears with the default fields Status, Owner, and Created. You can add and remove fields, and add and remove List objects, at any time.

List Naming Best Practices

  • We recommend entering a name of no more than 20 characters. If you enter a name of more than 20 characters, a warning message appears. Names of more than 20 characters may appear abbreviated with an ellipsis (...) in the SalesforceIQ app.
  • You can use a List name (plural form) only once for all Lists on which you are a collaborator. If you enter a List name that is already being used, an error message appears, and you must select another name.
  • Only the plural names need to be unique. More than one List can have the same singular noun. For example:
    • List name = Corporate Deals; Singular = Deal
    • List name = Partnership Deals; SIngular = Deal
  • If you already have a List named Leads, Opportunities, etc., you can keep that name for the List. However, the List creation tool still prompts you to enter the singular form of the noun.

Rename or Delete a List

Organization admins can rename or delete a List. Admins from either the Stream or Grid view.

  1. Search for the List in the main search page, or click at the top of the screen, select Settings, select Lists, and then click the List name.
  2. Click the List name at the top of the screen, and then click List Settings.
  3. On the menu that appears, do one of the following:
    • To rename the List: Under the Name heading, click to the right of the List description. Enter the plural and singular forms of the name you want for the List. The plural form becomes the new name. Click Save.
    • To delete the List: Click Delete List. On the confirmation screen, enter DELETE THIS LIST and click Delete List.

      Note: Comments, notes, and manually logged events are all stored at the List level and are permanently deleted when you delete a List.

Export List data to a CSV file

You can export data from any SalesforceIQ List you’re collaborating on to a CSV file. You can also export List data directly to a Google Sheet.

Note: If you enable List-level administrative controls, only Organization admins can export List data.

For any List, you can export either all the Grid data, or Contact data only.

  1. From the Grid or Stream view, click the downward-facing arrow to the right of the List name.
  2. Click Export.
  3. You have two options for exporting to a CSV file:
    • Export Grid—Select this option to download all the Grid data to a CSV file. Click Export Grid > To CSV.
    • Export Contacts—Select this option to download just the Contact data from the List to a CSV file.

      Note: If you have multiple values for a Contact category—for example, multiple email addresses—the export process exports one value only. If you have set one of the values as primary (such as a primary email address), the process exports the primary value. If you don't have any value set as primary, the process exports the value you most recently added to the Contact. We recommend setting primary values before export to make sure you export the most useful value for each category.

Merging two Lists

By merging similar existing Lists in your SalesforceIQ CRM organization, you will be able to more seamlessly migrate your Opportunities and Leads into Sales Cloud using the SalesforceIQ Migration Tool.

The SalesforceIQ Migration Tool imports one Leads List and one Opportunities List. So combining your similar Lists is a key step in the data clean up and consolidation process.

In this video, you will learn how to consolidate your Lists in SalesforceIQ CRM. This is one of the important pre data migration steps that you as the Admin should complete.

Follow the steps below to manually create a "merged" List from two existing Lists:

  1. On the first List, check the box to the left of any List object name you want to copy, click Copy To, select the second List, and then click OK. (Full steps here.)
  2. In the second List, create an Other List field for each field on the first List. This brings over all the fields and values from the first List into the second List.
  3. Add any fields you are tracking in the first List to the second List. For single select and multi select fields, make sure the options match exactly.
  4. In the second List, filter the view by the Created Date field to show objects added to the List this day only.
  5. In the second List, copy the fields from the first List by using the Other List fields you copied over from the first List. Do this one field at a time as follows:
    • For a given Other List field, click the field header. This selects all entries in the field.
    • Press Ctrl+C (Windows) or Cmd+C (Mac) to copy all.
    • For the field with the same name from the second List, click the field header.
    • Press Ctrl+V (Windows) or Cmd+V (Mac) to paste all.
  6. Delete the Other List fields that you copied over.