Understand ways to segment records in HubSpot

Within HubSpot, depending on your goal, there are multiple ways to segment records. In this article, learn the differences between saved views, active lists, and static lists, including use cases for when to use each.

Views

Views can be used with all objects or assets that have an index page. This includes all standard objects (contacts, companies, deals, and tickets), objects that you can activate from the object library, activities (e.g., calls, notes), commerce objects (e.g., products, subscriptions, invoices), and assets within tools (e.g., workflows, marketing emails).

With views, you can quickly view a segment of an object's records based on that object's property values. You can save views to revisit the same segment of records later or share them with teammates.

You should create saved views if you only need to filter based on properties for that object, or if you don't need to use the segment in other tools like marketing emails or campaigns. For example, to create a segment of contacts you have a task to call, you can use a view. But if you want to create a segment of contacts to send a marketing email, you should create a list instead.

Learn how to filter records on an index page and how to save views.

Lists

Lists can be used with fewer objects, but have additional filtering options compared to views. In addition to their own property values, lists allow you to segment your records with other criteria, such as another object's property values, page views, form submissions, and email interactions.

There are two types of lists:

• Active lists: these lists automatically update, so records will join the list whenever they meet the filter criteria and leave the list when they no longer meet the criteria. For example, you can use an active list when you want to send multiple email campaigns to a particular subset of subscribed contacts, and you want the list to be updated with new contacts who meet the criteria over time.

• Static lists: these lists do not update as new records meet or existing records no longer meet the criteria. They are a snapshot of records that meet a certain set of requirements when the list was created and saved. A static list can be helpful to gain an understanding of records that met a certain criteria on a particular date, for example, contacts collected from a trade show or a webinar. Records can also be manually added and removed from static lists.

Lists can be used in other HubSpot tools, such as marketing emails, workflows, custom reports, ads audiences, and customer satisfaction surveys. This means if your goal is to use the segment of records in any of these tools, you should create a list rather than a view.

Learn how to create a list and how to determine filter criteria for the list.