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  2. What's the purpose of the Show Smart List filter in Workspace?

What's the purpose of the Show Smart List filter in Workspace?

Smart lists (also known as My Lists) are based on near real-time user context and show records that are most relevant to Workspace users, based on their use and engagement with Sales. My Lists are also included along with saved searches in Sales in the Redwood UX list pages and in the Sales Dashboard.

The Show Smart List filter lists the most relevant and contextual records data to users once every 10 minutes and use a predefined relevancy scoring mechanism. This helps minimize navigation and searching in Workspace. For example, the My List for Opportunities includes opportunities ranked by the number of times a salesperson has opened each opportunity, along with its accounts and contacts, and how recently they opened these.

Each list can display a maximum of 50 items. Items that haven't been touched for 30 days get automatically taken off the list.

Here are some factors that affect how relevancy scores influence the records that get displayed:

  • Recency: The last time a user interacted with an object
  • Frequency: How often a user interacts with an object
  • Favorites: Records a user marked as a favorite
  • Urgency: When an action is expected from a user, such as task due tomorrow, upcoming appointment, and so on
  • Related objects: Relevancy scores are boosted for related account, opportunity, or lead objects associated with overdue tasks and appointments
  • Event-based updates: Updates to win probability, status, and sales stage boost the relevancy score for opportunity records

The lists are created and maintained by these scheduled processes:

  • The Generate Relevancy Feed process creates the lists. By default, this process runs every 3 hours.
    Note: You can reduce the refresh rates of My Lists from once every 3 hours to near real-time (10 minutes refresh intervals) by setting the Enable Near Real Time User Context Relevancy profile option to Y.
  • The Age User Context Relevancy process removes items from the list that haven't been touched by the user in the past 30 days. By default, this process runs once a day.