When working inside a CRM, efficiency and organization are everything. Instead of manually sorting through endless records or sending one-off emails, your CRM offers powerful tools to help you streamline the way you manage data and communicate with clients. Two of the most important features you can leverage are list views and mass emails.
In this guide, we’ll walk through how to create and use views inside your CRM, customize them for your needs, and then explore how to send professional mass emails directly from the system. By the end, you’ll have a clear process for managing records and connecting with your audience at scale.
List views give you a structured way to see records inside your CRM. Whether you’re working in leads, contacts, accounts, or opportunities, the format is consistent: a list of records with customizable filters and columns.
Located in the upper left, the default setting usually displays “All Accounts” or “All Contacts.”
You can adjust how many records display per page—switching from 10 to 50 makes scrolling through your data far easier.
Filters on the left-hand side allow you to quickly refine results based on fields like billing city, account type, or any other data stored within a record.
Views are more than just lists. They save you time and bring clarity. For example:
A sales rep can create a view that shows only the accounts in their assigned territory.
A manager can build a view of all distributors to quickly monitor relationships with partners.
Marketing teams can filter records by tags, such as “Construction,” to target campaigns more effectively.
To create a new view, on any of your standard modules, click the name of your current view on the top left to see the list of existing ones, then on the bottom of it click New Custom View. From here:
Give the view a descriptive title, such as Accounts in My Territory.
Choose the fields that matter most—for example: billing city, shipping city, or tags.
Apply conditions/criteria using “is” or “contains” logic.
You’re not limited to one filter. Combine criteria to narrow results:
Example: Type is Distributors AND location is West Palm Beach.
Adjust patterns using AND/OR to refine how records are included.
Columns determine what information shows at a glance. For instance:
Select account name, phone number, and account type.
Remove fields you don’t need, such as website, to reduce clutter.
Reorder columns by dragging them into position for the layout that best fits your workflow.
Once saved, your view becomes a reusable filter. You can:
Switch between views using the dropdown menu.
Favorite views to pin them to the top for easy access.
Edit views later to update filters or columns as your needs change.
Mass emails are sent from the Contacts module. Start by selecting a view, such as My Contacts. This lets you control exactly which records will receive the message.
Select all records in the view using the checkbox at the top.
Click Send Email to begin.
Unlike a regular email, mass emails require a template.
Select from an existing email template.
Or, create a new one by navigating to the template section within the CRM.
This ensures consistency in branding, formatting, and compliance.
The CRM gives you options for controlling how emails appear:
From Address: Use your own email or the record owner’s email.
Reply-To Address: Route replies to your inbox or back to the record owner.
You can send emails immediately or schedule them for later. Scheduling allows you to target optimal send times without needing to log in at that moment.
Automation makes mass emails even more powerful. For example:
If an email is opened, automatically assign a follow-up task.
Schedule a call with a contact a few days later.
This turns static communication into a workflow that drives results.
Keep Views Organized: Use clear naming conventions so team members know what each view contains.
Test Filters: Double-check criteria before saving to ensure the right records are included.
Use Tags Wisely: Tags make it easy to group accounts by industry, region, or status.
Prepare Templates Ahead of Time: Having templates ready ensures your emails are professional and consistent.
Stagger Follow-Ups: Don’t call a contact immediately after they open an email. Give them time, then follow up strategically.
By learning how to create and manage views, you unlock a faster, more organized way to navigate your CRM. Pair that with the ability to send targeted mass emails, and you have a system that not only stores data but also helps you act on it effectively.
Views save you time by grouping records in ways that matter most to your role, while mass emails ensure you can reach the right people at scale—without losing personalization.
Ready to take control of your CRM workflow? Start building your views and sending smarter emails today.