Workflows - Advanced Filters & Smart List

Managing your workflows in Stack just got easier with Advanced Filters and Smart Lists. This guide will walk you through using these features to streamline your workflow management, ensuring precise organization and quick access.

Understanding Advanced Filters and Smart Lists

Advanced Filters and Smart Lists are powerful tools in Stack that help you manage workflows efficiently. Advanced Filters allow you to narrow down workflows based on triggers, actions, tags, or other criteria, making it easier to find and organize them. Smart Lists let you save these filtered views for quick access, so you can easily revisit specific workflow sets without reapplying filters.

Benefits of Using Advanced Filters & Smart Lists

• Streamlined Workflow Management: Quickly locate specific workflows by applying multiple filters, eliminating manual searches.
• Time-Saving & Improved Organization: Save filtered views as Smart Lists for easy access, reducing repetitive filtering.
• Better Collaboration & Visibility: Categorize workflows to enhance team collaboration and tracking of automation processes.
• Prevents Redundant Workflows & Support Queries: Avoid duplication and minimize support queries by leveraging filters and saved lists.

Advanced Filters vs. Smart Lists

While both Advanced Filters and Smart Lists help refine and sort your workflows, they serve different purposes:

• Advanced Filters are for one-time use, allowing you to apply conditions to find specific workflows without saving them.
• Smart Lists save these filtered conditions, enabling repeated access to specific workflow views.

How to Use Advanced Filters

1. Accessing Workflows:

   • Navigate to the Automations tab and open the Workflows section to view all your workflows.

2. Opening Advanced Filters:

   • Click on the Advanced Filters button in the top-right corner to open the filtering panel.

3. Setting Your Filters:

   • Choose filters based on triggers, actions, tags, or other attributes like workflow status or last updated date.

4. Applying Filter Conditions:

   • Select a filter type, choose an operator (e.g., “equals,” “contains”), and enter the necessary value.

5. Adding Multiple Filters:

   • Use And conditions to require all selected filters to match or Or conditions to match at least one filter.

6. Applying Filters:

   • Click the Apply button to display workflows that meet your criteria.

How to Use Smart Lists

1. Saving Your Filtered View:

   • Once filters are applied, click Save to store the view as a Smart List.

2. Creating a Smart List:

   • Choose Save as New Smart List to keep the current filters for future reference.

3. Accessing Your Smart Lists:

   • Find your Smart Lists at the top of the Workflows page for quick access to saved filters.

4. Creating a Smart List from Scratch:

   • Click + Smart List, set up filters, and click Save to create a new list.

5. Managing Smart Lists:

   • Edit or delete a Smart List by selecting Customize List and modifying filters as needed.

Frequently Asked Questions

Q: What is the difference between a filter and a Smart List?
A filter temporarily narrows down workflows based on selected conditions, while a Smart List saves those conditions for future access.

Q: How many filters can I apply at once?
There is no strict limit. You can apply multiple filters using both And and Or conditions to refine results.

Q: How do I edit or delete a Smart List?
Click on Customize List to update filter settings or remove the Smart List if it’s no longer needed.

Q: Can Advanced Filters be used on all workflow types?
Yes! Advanced Filters work with all workflows, regardless of complexity or structure.