Edit, use, or delete lists

Once you've created lists, you can edit existing lists, including the filters in active lists and list details or settings, such as the list description, type, or user access settings. You can also take actions with your lists, for example, creating a random sample or using the list in a workflow.

If you have lists you no longer need, you can delete lists. You can also restore mistakenly deleted lists within 90 days.

Edit list filters, details, and settings

For any list, you can edit list details and settings. For active lists, you can edit the filters to change which records are added to or removed from the list.

To edit lists, users must have Write permissions for lists.

1. In your HubSpot account, navigate to CRM > Lists. Click a tab to access a pre-filtered view of lists.
2. In the table, click the list you want to edit.
3. To search for a specific record in your list, use the search bar in the upper right.
4. To edit the list's name, click the edit edit icon next to the current name, then enter a new name.
   
5. To edit the filters of an active list, in the left panel, click Edit filters, then adjust your filters and criteria, To save your changes, in the top right, click Save changes. 
6. In the table, click the headers to sort the records based on their property values.
7. To manage the list's notifications, click the Settings tab, then navigate to Notifications in the left sidebar. 
8. To manage an active list's exclusions, click the Settings tab, then navigate to Exclusions in the left sidebar. 
   
   
9. To change the type of list:
   • To convert an active list to a static list, click the Settings tab, then navigate to Auto-convert to static in the left sidebar.
   • To convert a static list with filters to an active list, click Actions > Convert to active.
10. To view the list details, in the upper right, click Details. In the right panel, view the list's name and type, the date it was created and last updated, the change in number of records over the last seven days, the user that created the list, the List ID, the ILS list ID, and the HubSpot tools or assets currently using the list.
    • List ID: the List ID is used when referencing lists in any third-party integrations, or when using the v1 Lists API.
    • ILD list ID: the ILS list ID is referenced when using the Exports API or the v3 Lists API.
11. To edit the list's description, click Details. Enter an updated description, then click Save.

Complete actions with a list

You can take actions with your list, such as editing the property columns or changing the list's folder.

1. In the top right, click Actions.
   
   
2. Select from the following options:

• • To edit which properties are shown as list columns, select Edit columns.
  • To download a copy of the list, select Export list.
  • To add records to a static list, select Add [records].
  • To assign the list to a team (Enterprise only), select Assign to team (Enterprise only).
  • To clone the list, select Clone list.
  • To delete the list, select Delete list.
  • To move the list to a different list folder, select Move to folder. Select the list folder into which to move the list.
  • To create a random sample from a list, select Random sample.
  • To create a random split list (Marketing Hub Enterprise only), select Split list. 

Use a list in other HubSpot tools

You can use an existing list in other HubSpot tools. For example, enroll list records in a workflow or add contacts in a list to a campaign audience.

1. In the list, click the Use in dropdown menu.
   
   
2. Select an option to use the list in a tool:

• • Customer journey analytics (Marketing Hub and Sales Hub Enterprise only): create a journey report based on your list.
  • Datasets (Operations Hub Enterprise only): create a dataset based on your list.
    
  • Lists: create a new list using the current list.
  • Campaigns (Marketing Hub Professional and Enterprise only): associate contact-based static lists with a campaign. Each list can be associated with multiple campaigns.
  • Custom report builder (Professional and Enterprise only): build a custom report based on your list.

• • [Object]s view: view the list's records on the object index page.

• • Email: use the list in a marketing email.
  • Workflows (Professional and Enterprise only): create a workflow using the list's membership as an enrollment trigger.

Delete a list

If you have reached your account's list limit, you may want to delete a list. Deleting a list does not delete the list's records. To delete the records in a list, learn how to bulk delete records. Users must have Write permissions for lists to delete lists.

If you delete a list, the list can be restored within 90 days from the Recently deleted tab.

1. In your HubSpot account, navigate to CRM > Lists. To view only lists that haven't been used or updated in the last two months, click the Unused lists tab.
2. To delete a single list, hover over a list, click More > Delete. 
   
   
3. To bulk delete lists, select the checkboxes next to the lists you want to delete and click Delete at the top of the table.
4. In the dialog box, click Delete to confirm.

Learn more about why you may be unable to delete a list.

Restore a deleted list

You can restore a deleted list within 90 days after it has been deleted. If you haven't restored the list within 90 days, the list will be permanently deleted. Lists will be restored with the same ID. 

1. In your HubSpot account, navigate to CRM > Lists.
2. Click the Recently deleted tab.
3. Hover over the list you want to restore and click Restore. 
   
   
4. In the dialog box, click Restore to confirm.

View a list's activity log

You can view a list's activity log to track any changes made occur to a list. Actions include:

• When a list was created, edited, deleted, or restored.
• When a list was uses in another tool such as a workflow.
• When a list notification was triggered.
• When a list was converted from active to static.

To view the activity log:

1. In your HubSpot account, navigate to CRM > Lists.
2. Click the name of a list.
3. Click the Activity tab.
   
   
4. To filter for a specific event, click the Event dropdown menu and select the event type.
5. To filter for an older version of a list, click the Version dropdown menu and select a version.
6. To filter for a specific user who modified the list, click the Modified by dropdown menu and select the user. 
7. To compare previous versions, click View version history.
8. To download a report of changes, click Export report.