# Lists

Track people, companies, deals, and more through any workflow.

Lists help you track people, companies, deals, and more — like tasks and docs. They are mostly used for CRM pipelines and project management, but can be used for anything.

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## Creating a List

There are three ways to create a list:

### Choose from a Template

Open **Command K** and type "new list" to see templates for common workflows.

### Create Manually

Click **+ New** in the sidebar and select **List**. Choose what to track and configure it yourself.

### Ask the AI

Tell the AI what you want to track. For example: "Create a list to track my investor outreach."

## List Templates

Templates give you a head start with pre-configured properties, statuses, and views:

- **Fundraising Pipeline** — Track investors through your raise
- **Sales Pipeline** — Manage deals from lead to close
- **Recruiting** — Track candidates through your hiring process
- **Portfolio** — Monitor your investments
- **Partnerships** — Manage partnership opportunities

> **Note:** You can customize any template after creating it — add properties, rename statuses, create new views.

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## How Lists Work

## Records

Each row in a list is a **record**. Records can be linked to people, companies, or stand alone as deals, tasks, or anything else.

Click a record to open its detail page with:

- **Properties** — All fields and their values
- **Messages** — Emails related to this record
- **Activity** — Timeline of changes and interactions
- **Tasks** — Linked tasks
- **Documents** — Linked documents
- **Files** — Files from related emails
- **Links** — URLs shared in related conversations

## Properties

Properties are the columns in your list. Each property has a type:

| Type | Description |
|------|-------------|
| **Text** | Free-form text |
| **Long text** | Multi-line text for descriptions or notes |
| **Number** | Numeric values (can be formatted as USD, percentage, etc.) |
| **Date** | Dates and deadlines |
| **Checkbox** | Boolean true/false |
| **Select** | Single choice from a dropdown |
| **Multi-select** | Multiple tags from a dropdown |
| **Person** | Link to a contact |
| **Company** | Link to an organization |
| **People** | Link to multiple contacts |
| **Companies** | Link to multiple organizations |

### Adding Properties

Click **Properties** in the view toolbar to show, hide, or add new columns to your view.

## Status

Every list has a **Status** property that organizes records into four categories:

| Category | Icon | Meaning |
|----------|------|---------|
| **To-do** | Circle | Not started |
| **In Progress** | Half circle | Currently active |
| **Done** | Checkmark | Completed |
| **Cancelled** | X | No longer relevant |

You define the specific status options (like "Lead", "Meeting Scheduled", "Closed Won") and assign each to a category. Status categories determine how records appear in Kanban view and how completion is tracked.

### Editing Stages

There are three ways to customize your status options:

### From Kanban View

In Kanban layout, each column represents a stage. To edit:

  - **Rename** — Click the column header to edit the stage name
  - **Change color** — Click the column header to change the stage color
  - **Reorder** — Drag and drop columns to rearrange your pipeline order

### From the Status Property

Open any record and click the **Status** property in the sidebar to access property settings. From there you can:

  - Add, remove, rename, or recolor status options
  - Reorder options by dragging them
  - Assign each option to a category (**To-do**, **In Progress**, **Done**, or **Cancelled**)

  Every status option must belong to one of the four categories. Each category has its own icon — circle, half circle, checkmark, or X — which appears automatically next to the status wherever it's shown.

### Ask the AI

Tell the assistant what you want to change. For example:

  - "Add a 'Negotiating' stage after 'Proposal Sent'"
  - "Rename 'Closed Won' to 'Invested'"
  - "Remove the 'On Hold' status"

---

## Views

## View Layouts

| Layout | Best for |
|--------|----------|
| **Kanban** | Pipeline workflows — cards grouped by status columns, drag to move between stages |
| **Grid** | Spreadsheet-style — sortable columns, bulk editing, data-heavy lists |

Kanban view is available for all record types including documents and deals.

## Creating Custom Views

Each list can have multiple views showing different slices of the same data.

1. Click **+** next to your view tabs
2. Choose a layout
3. Add filters and sorts
4. Choose which properties to display
5. Name and save the view

### Quick Filters

Quick filters let you toggle common filters on and off without cluttering the filter panel. Click the **Quick Filters** button to see toggles for things like hiding completed or cancelled items.

Quick filters are available on inbox (hide Done, Sent, Spam, Trash) and tasks (hide Done, Cancelled).

### Filters

Filter records by any property. Combine multiple filters with **AND** (all conditions must match) or **OR** (any condition matches).

### Sorts

Sort by one or more properties, ascending or descending.

### Switching Views

Use **Option + Tab** / **Option + Shift + Tab** to cycle between view tabs, or click them directly.

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## Built-in Tabs

Every list includes tabs for related data alongside your main records:

| Tab | Shows |
|-----|-------|
| **Messages** | Emails related to records in this list |
| **Tasks** | Tasks linked to records |
| **Documents** | Documents linked to records |
| **Files** | Files from related emails |
| **Links** | URLs shared in related conversations |

These tabs give you a unified view of everything connected to your list without leaving the page.

---

## AI Features

## AI Autofill

Automatically populate properties based on related data. Autofill works two ways:

- **Automatic** — Runs in the background on new emails, meetings, and calendar events. Click the **Autofill** button in the list header or go to **Settings → Automations**.
- **On-demand** — Click the **magic wand icon** on any property in the sidebar or grid view column header. The AI searches the web, your emails, and enrichment data to fill the value.

Configure autofill per property with custom instructions — for example, "High priority if Series A+ VC" on a Priority field.

Autofill triggers based on **your** connected account activity, not your teammates'. Learn more in [Automations](/docs/using-micro/automations#ai-autofill).

## Auto-Add

Automatically add records to your list based on your email and calendar activity. For example, add anyone you have a meeting with to your pipeline.

Auto-Add runs based on your own connected account, not your teammates'. Learn more in [Automations](/docs/using-micro/automations#auto-add).

## List Context Docs

Give the AI context about your list so it can better autofill and answer questions. Access context docs from the **Autofill** button in the list header → **Context Docs** section.

Each list can have multiple context documents describing:

- What the list tracks
- How records should progress through stages
- Criteria for status changes

When you create a new list, the AI automatically generates a starter context doc based on your email history and company info. You can edit or add more documents at any time.

Learn more in [Skills & Context Docs](/docs/using-micro/skills-context-docs).