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Smart Views – Feature Guide

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1. Feature Overview

Smart Views on LeadSquared provides a centralized workspace where users can access and manage Accounts, Leads, Opportunities, Activities, and Tasks in one place. Users can create customized tabs using filters and conditions to view only the records relevant to their work upfront. Smart Views help sales teams organize records using filters, tab-based views, and sortable grids, making it easier to track tasks, monitor engagement, and prioritize actions.

Some benefits of Smart Views:

  • The feature provides a better alternative to quick filters, as you can view your saved filters as tabs and apply filters and sort the leads.
  • It automatically refreshes so your tabs are always updated.
  • It shows you the count of leads on each tab.

Users can also subscribe to Smart Views reports to receive daily summaries of records that match their configured views. For more details, see Subscribe to Smart Views Reports.

Leadsquared - Smart Views

For more details on Smart Views, refer to the following articles –

Link Description
Smart Views for Administrators For Admins to create Smart Views and assign them to teams/users
Integrate Mavis DB With Smart Views To create Mavis Smart View tabs to display data stored in Mavis DB
Marvin Smart Views Configure Smart Views in Marvin

 

2. How It Works

  1. Create a Smart View Tab for accounts, leads, opportunities, activities, or tasks.
  2. Use filters and search conditions to specify which records should appear in the tab.
  3. The tab displays matching records in a grid where you can view, sort and take actions.
  4. Smart Views automatically refresh to ensure the latest records appear in your tabs.

 

3. Permissions and Visibility

Non-admin users can create Smart View tabs from the Smart Views page for their own use. These tabs are visible only to the user who created them.

Admins, on the other hand, can create Smart View tabs from the Smart Views Settings page and assign them to specific teams, making them visible to all users within those teams. To learn more, see Smart Views for Administrators.

 

4. Default Tabs

You’ll see the following tabs on the Smart Views page by default – My New Leads, My Leads with Pending Tasks, My Engaged Leads and My Customers. You can search for leads and apply filters within each tab, edit the search conditions and also hide or delete the tabs you don’t want to see.

Leadsquared - Smart Views

 

5. Create a New Tab

Create custom Smart View tabs to organize and view records based on specific filters, conditions, and business needs. This allows you to focus on relevant data, segment records effectively, and streamline your daily workflows.

  1. Navigate to Lead Management>Smart Views.
  2. Click the plus icon on the top right corner of the Smart Views page, alongside the Smart View tab headers.
  3. In the Add New Tab popup enter –
    • Name – Enter a name for the tab.
    • Description – Describe what the tab displays.
    • Type – Set the tab up to display accounts, leads, opportunities, activities, or tasks. Select the colour of the tab.
    • Condition – Set up conditions according to your use case (E.g., leads who opened a particular email campaign, leads who visited a particular webpage, etc.).
  4. Click Add. You can set multiple conditions if required.
  5. Click Create Tab.

This example shows you how to set up a lead tab where the ‘Lead Activity’ is ‘Email Link Clicked’ –

Leadsquared - Smart Views

 

6. Edit or Delete Smart Views Tab

Additionally, to Edit or Delete your Smart Views tab, alongside the relevant tab name heading, click the Tab Info icon.

Leadsquared - Smart Views

 

7. Select Columns

You can customize the Smart Views grid to display relevant columns in the lead grid.

  1. On the Smart Views page, click the Manage Columns icon on the top-right corner of the lead grid.
  2. On the Select Columns pop-up, click the checkboxes alongside the relevant fields in Available Columns.
  3. The selected fields will be displayed on the Selected Columns section of the pop-up.
  4. Click Save.
  5. The selected field will now show up on the grid.

Leadsquared - Smart Views

You can pin columns to move them to the front of the grid and freeze them in place. Pinned columns remain visible and do not move or get hidden when scrolling through the grid. You can pin up to four columns, with two primary columns pinned by default.

  1. Click the Pin icon alongside the relevant selected column to pin it. The field will move under the Pinned Columns section.
  2. Click and hold the Move icon to reposition the field within the column as per your preference. This can also be done in the Scrollable Columns section to rearrange the fields in the grid.
  3. Once you’ve selected and pinned the columns, click Update.

Click Restore Default if you want to bring back the default view.

Leadsquared - Smart Views

 

8. Manage Filters

You can also add your own filters to any Smart Views tab. Note that only dropdown type fields can be used as filters. Dependent dropdown fields are also supported.

  1. On the Smart Views page, click the Filter button above the lead grid.
  2. Select the relevant default filter or click Configure Fields to add more filters to the list. Click Update to add the fields as filters.
  3. To search for entities based on the filter, click the Filter icon and select the relevant filter.
  4. Then select the value from the dropdown. Once the value is selected, click anywhere outside the dropdown to retrieve the results.

Leadsquared - NextGen UI

You can also pin your frequently used filters. Pinned filters appear next to the Filter icon. You can pin upto five filters by clicking the Pin icon alongside the relevant filter. Search for entities with this filter any time.

Leadsquared - NextGen UI

 

9. Subscribe to Smart Views Reports

You can subscribe to the Smart Views Daily Report that summarizes the latest accounts, leads, activities and tasks added to your smart views filters.

  1. Navigate to My Profile>Settings>Profile>My Report Subscriptions and click the checkbox alongside Smart Views Summary.
  2. Click the Select Views link to choose which smart views filters you want to be displayed in your report.

Leadsquared - Smart Views

 

Any Questions?

Did you find this article helpful? Let us know your thoughts in the comments section below.

How to Log Activity Updates?

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If you’re not familiar with the custom activities feature, see How to Add a Custom Activity.

You can track changes or updates to custom activities from the Lead Details page. All you have to do is enable the configuration for the custom activities you want to track –

  1. Navigate to My Profile>Settings>Leads>Custom Activities and Scores, then click Edit alongside the custom activity you want to edit.
  2. On the Update Custom Activity Type pop-up, click the Checkbox checkbox alongside Log Activity Changes.
  3. Click Next, and then click Save.

Log Activity Changes

Once you’ve enabled the activity logging configuration, you can view these changes for a lead the activity is posted on –

  1. Navigate to the Lead Details page for a lead where the activity is posted.
  2. On the Activity History tab, click the filter icon (on the right side).
  3. In the Notable Activity Type drop-down, under Logs click the Activity Change Logs checkbox.
  4. You’ll now see the activity update history under the Activity History tab.

Lead Details Activity History

To log Sales Activity changes –

  1. Navigate to My Profile>Leads>Sales Activity Settings.
  2. Enable the Checkbox checkbox alongside Log Activity Changes.
  3. Click Save.

Sales Activity Log

Can I enable website tracking on multiple domains?

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Yes, but to do so you’ll have to –

  1. Deploy the LeadSquared Tracking Script on all domains.
  2. Reach out to our support team at support@leadsquared.com to enable the back-end settings.

How to set a Dashboard as default?

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You can set a dashboard as default by navigating to a dashboard page and clicking the tick icon alongside the dashboard title –

Set dashboard as default

How many Custom Dashlets can I add to my Dashboard?

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There is no limit on the number of Custom Dashlets you can create but you can only add 12 Custom Dashlets to your dashboard. For more information on Custom Dashlets, see Custom Dashlet Builder App.

What is the best way to distribute leads to my users?

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The best way to distribute leads to your users is through automation. To know more, see Lead Distribution Automation in LeadSquared. However, if you want to distribute leads based on Zipcode, use the Zip Based Lead Distribution App.

Note: The Lead Distribution App in the apps marketplace has now been deprecated. All lead distribution functionality is available through automation.

Through the Lead Distribution card in automation, you can –

  • Distribute leads to available users only by integrating the check-in/check-out feature.
  • Set up lead criteria for the distribution without having to know the schema names of the lead attributes.
  • Advanced search to filter through hundreds of users using any combination of user attributes.
  • Combine the power of other automation actions to –
    • keep leads engaged and push them further down the sales funnel.
    • simultaneously create tasks for users and set up notifications.
    • enrol leads into a list to send certain email campaigns.
    • the list goes on and on…
  • Access the automation report to see how many leads were distributed to which users and the path they’ve taken thereafter.
Video_2.2

Managing Lead Access Across Groups – Group Hierarchies

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If you’re new to the groups feature, see Managing Lead Access for Sales Users – Groups.
Here’s a quick video on how you can manage lead access rights across different groups and setup hierarchies –

How to Login to LeadSquared?

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There are 2 ways you can login to your account –

  1. By accessing the https://login.leadsquared.com URL
  2. By logging in from the LeadSquared website.

If you forgot the email address or password of your account, contact your manager or LeadSquared administrator.

logging in to Lsq

How Do I Raise a Support Ticket?

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There are a few ways you can raise a support ticket –

How to raise a support ticket

Custom Menus for Web App

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1. Feature Overview

The Custom Menu for Web connector lets you create custom menu tabs in your LeadSquared web application. These tabs appear in your navigation menu and let you access external URLs or third-party websites directly from your LeadSquared account.

Say you use GoToMeeting to schedule meetings with your leads. Using this connector, you can create a custom GoToMeeting tab within your LeadSquared account. When you open this tab, you’ll get a browser view of the GoTo meeting URL you pass while configuring the connector. The end result will look something like this –

GTM tab

 

2. Installation

Navigate to Apps>Apps Marketplace>UI Customization and click Install on the Custom Menu for Web app.

 

3. Configuration

  1. Once installed, under Settings, click Configure on the Custom Menu for Web connector page.
  2. On Configure Custom Menu For Web App menu, click the Add Custom Menu button.
    • Title – Enter a title for the custom menu.
    • URL – Enter the URL of the third party website here.
    • Visible For – Select the user roles you want the custom menu to be visible for.
  3. Click Save. Use the Add Custom Menu button to add another custom tab.

Configure app

 

4. Navigation

The custom tab will appear under the Apps menu after you’ve successfully configured it.

Navigation

 

5. Limitations

Certain websites use the X-Frame-Options HTTP response header to prevent browsers from rendering their pages in a <frame>, <iframe> or <object>. This is done mainly to prevent clickjacking attacks by ensuring that the website content is not embedded in any other sites. For more information, see X-Frame-Options.

Any site that has this header (X-Frame-Options), won’t load inside LeadSquared. If you’re planning to embed your own business website inside LeadSquared, ensure that this header is not included.

 

Any Questions?

Did this article help? If you still have doubts, leave us a comment below.

Limit the Number of Leads Assigned to a User – Lead Assignment Quotas

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1. Feature Overview

The Lead Assignment Quota feature gives you granular control over lead distribution. You can set limits on the number of leads that can be assigned to users based on quotas defined at the user role level (such as Sales User, etc.), or individual user level. This will help prevent overburdening your users with too many leads, based on the following criteria –

  • Role Level – You can set quotas based on the user role (such as Sales User, Sales Manager, etc.).
  • User Level – You can set quotas for individual users in your organization (such as for users John, Paul, George and Ringo).
  • Duration – You can set quotas based on daily or weekly durations (such as assigning 5 leads to all users daily, 20 leads to all users weekly, 100 leads to all users monthly, etc.).

This article details how you can configure lead assignment quotas across daily, weekly and monthly cycles at the Role level or User level.

  • For the Role level, all you need to do is configure the Lead Assignment Quota, and it will be applicable across the selected user role in your account. No additional configuration is required when you set up the lead distribution automation. This quota will apply to manual lead distributions (for e.g., if a manager assigns leads to a user) and to lead distributions set up via automation (using the lead distribution automation card).
  • For the User level assignment, once you’ve set up the assignment quotas, you’ll have to configure the ‘Distribute Lead’ card of an Automation to execute the lead assignment quotas defined on the Settings page.

 

2. How it Works

First, configure the Lead Assignment Quota settings. You can set up quotas on both Role-level and User-level –

  • For Role-level lead assignment, once you configure the Lead Assignment Quota settings, no further steps are required while setting up the lead distribution automation. Once the settings are saved, it’s applied to the selected Role level across your organization.
  • For User-level lead assignment, when you set up an automation using the Distribute Lead card, select a relevant quota you configured in the previous step. Once you’ve selected the quota, configure whether the lead assignment quota should apply to daily, weekly, or monthly cycles. Once this is done, Publish the automation. Your users will start receiving leads according to the quotas you’ve defined.

 

3. Configure Lead Assignment Quotas

You can configure the Lead Assignment Quota on the Role Level (such as Sales User, Sales Manager, etc.) and User Level (such as assign leads to users John, Paul, George, and Ringo).

To enable this feature –

  1. Navigate My Account>Settings>Users and Permissions>Lead Assignment Quota.
  2. Click the Enable Lead Assignment Quota slider.
Note: For automations with opportunity distribution cards, you can define opportunity distribution quotas to limit the number of opportunities assigned to your users. To know more, please refer to Opportunity Assignment Quotas.

Lead Assign_5

3.1 Configure Role level Lead Assignment Quota

Here, you can configure lead assignment quotas based on different user roles (Sales Users, Sales Managers, Marketing Users and Admins) in your organization. This is useful when you want to assign a maximum number of leads uniformly to a specific user role.

For e.g., if you configure this quota to assign only 50 leads to Sales Users per day, from the total leads captured in a day, a maximum of 50 leads will be assigned to each sales user.
This quota will not affect lead distribution among the non-sales users (such as Admins, Marketing Users) in the organization.

On the Configure rules for Lead Assignment Quota pop-up, against Enable user-specific lead assignment quota enter, select No. Then, enter the following details –

 Configuration Description
Limit Set a limit on the number of leads you want to assign to a user role across daily, weekly or monthly cycles.
Enable for Roles Enable lead assignment limits for user roles.
Users to Notify Notify users when the quota is reached. The ‘User’s Manager’ is selected based on the value you provide in the ‘Reporting To’ field of the user’s profile.
Add Exclusion Conditions Prevent leads from being assigned to users when they already have a specific number of leads in a particular lead stage. This ensures users aren’t overwhelmed and allows them to concentrate on leads in critical stages.

For e.g., if you configure the stage to ‘Prospect’ and leads to ’20’, users that have more than 20 leads in the prospect stage won’t get assigned new leads.

Once you’re done, click Save.

Lead Assign_7

3.2 Configure User specific Lead Assignment Quota

Here, you can configure lead assignment quotas for specific users in your organization. These users can have different user roles. This is useful when you want to assign different number of leads to different users.

For e.g., let’s look at an organization that has five users – John, Paul, George, Ringo, and Yoko. John, Paul, and Yoko are Sales Users, while George and Ringo are Admins. If the company wants to assign 5 leads to John, Yoko, and Ringo, and 3 leads to Paul and George, they can achieve this through User specific Lead Assignment Quota. The organization can further define quotas for different durations  (daily, weekly, monthly) for each individual user.

On the Configure rules for Lead Assignment Quota pop-up, against Enable user-specific lead assignment quota, select Yes. In the configuration, you must use a custom user field with the data-type as Number. This field will contain the lead assignment quota (which is 5 and 3 in the example given above) for each user.

Note: The custom field must be a number-type field. To know how to create a field, refer to Manage User Custom Fields.

Enter the following details –

Configuration Description
Configuration Key The name of the configuration which will help you distinguish the configurations on the Distribute Lead card automation. This field is non-editable.
Configuration Value All the custom number-type user fields you’ve created will show up in this dropdown. From the list of fields, select the relevant field you created to assign leads to the user.
Default Value Enter the number of leads you want to assign to your users by default.*

This is useful when the custom number-type user field is blank for a particular user. In this instance, the default value will get assigned to the user. But if the field already has an existing value, then the default value will be ignored.
Add To add additional configurations, click Add. You can add up to 10 configurations in total.
Add Exclusion Conditions Prevent leads from being assigned to users when they already have a specific number of leads in a particular lead stage. This ensures users aren’t overwhelmed and allows them to concentrate on leads in critical stages.

For e.g., if you configure the stage to ‘Prospect’ and leads to ’20’, users that have more than 20 leads in the prospect stage won’t get assigned new leads.

LeadSquared Automation

Once you’re done, click Save.

Note:

  • The assignment quota limit for users will apply across all automations, where the Customize Lead Quota at User Level setting is enabled on the Distribute Lead card.
  • *To assign the lead distribution value for each of your users, navigate to the Manage Users page, and edit the custom user number-type field you selected from the Configuration Value dropdown. For e.g., for the user John, if we edit the Lead Assignment Daily Limit user field (which we created), and set the value to 5, then a maximum of 5 leads will get assigned to John.

 

4. Configure Lead Distribution Automation

Once you’ve configured User specific Lead Assignment Quotas, you’ll have to set up an automation, with the Distribute Lead card. On this card, select the User level quota you created in the previous step, and Publish the automation.

  1. Navigate to Workflow>Automation, and click Create Automation, and from the list of available triggers, select any trigger.
  2. After selecting a trigger, click Sales Execution, and then click Distribute Lead.
  3. Enter a rule name in the space provided and then click the Choose conditions(s) link, and add relevant conditions.
  4. On the Distribute Lead pop-up, from the Assign Leads To dropdown, select Users, and click Choose users and assignment order.
    • Alternatively, you can select Groups or User Properties from the dropdown. All three options are equally valid.
  5. On the Select Users pop-up, from the Users column, select the list of users you want to apply the assignment quota to. Once you’re done, click Save.
    • Under Availability Status, you can choose to distribute leads to –
      • All – When selected, leads will be distributed to all the users you’ve selected, irrespective of whether they’re online (checked-in) or offline.
      • Available – When selected, from the list of users you’ve selected, leads will only be distributed to the users who are online.
  6. Then, alongside Customize Lead quota at user level, enable the Checkbox checkbox.
  7. Alongside the cycle duration on which you want to set up lead distribution, from the dropdown, select a relevant custom quota (which you created in the previous step). Based on this quota, and based on the lead distribution cycle you’ve selected, leads will get assigned to the selected users.
    • Daily Limit – The quota you’ve configured will be applied to daily lead distribution. For e.g., if the quota is set to 5 leads, then a maximum of 5 leads will be assigned daily to each of the selected users.
    • Weekly Limit – The quota you’ve configured will be applied to weekly lead distribution. For e.g., if the quota is set to 20 leads, then a maximum of 20 leads will be assigned weekly to each of the selected users.
    • Monthly Limit – The quota you’ve configured will be applied to monthly lead distribution. For e.g., if the quota is set to 80 leads, then a maximum of 80 leads will be assigned monthly to each of the selected users.
    • Set Default Rule – When a lead doesn’t satisfy the rules you’ve set, select a default user to whom the lead should be assigned.
    • Evaluate on latest data – When enabled, the automation will consider the latest data available in your account at the time of triggering.
  8. Once you’re done, click Save.

Note:

  • The definitions for a
    • Day is from 12 AM to 11:59 PM.
    • Week is from Monday to Friday.
    • Month is from the month’s first calendar day to the last calendar day.
  • Zipcode or Pincode based lead distribution among users cannot be carried out. To do that, please refer to Zip Based Lead Distribution.

LeadSquared Automation

 

5. FAQs

  • For a User-level lead distribution, can the lead assignment quota for a user get exceeded? Like, if the Lead Assignment Quota is set to 5, can the user get 12 leads assigned to him?
    Yes, this is possible. If the lead is assigned to the user manually, or through other automations where the Customize Lead Quota at User Level setting is disabled on the Distribute Lead card, or through APIs.

 

  • Why are leads not getting assigned to the selected user (based on the User-level), even though the number of leads assigned through the Lead Distribution automation is less than the maximum limit configured on the custom number-type user field?
    Leads that are assigned manually, or through other automations, are also counted under the quota limit you’ve set on the custom number-type user field. For e.g., if you’ve set the limit to 15 leads, and a user gets 10 leads assigned manually by his manager, and 5 leads through the Lead Distribution automation you’ve configured (where the Customize Lead Quota at User Level setting is enabled), the system would consider that the limit you’ve configured has been reached. No new leads will be assigned to the user within the assignment cycle.

 

Any Questions?

Did you find this article helpful? Please let us know any feedback you may have in the comments section below. We’d love to hear from you and help you out!