Find the contacts you need

Four controls in the toolbar decide who you are looking at: Owner (whose records), Search (a quick text match), Filter (real conditions, which you can save) and Group by (how they are bucketed). They work together — turning one on does not turn another off.

Start with Owner. It sits on Me by default for everyone, workspace owners included. A list that looks far too short is almost always your own records rather than a permissions problem.

Steps

Choose whose records you see

Click the Owner chip — it probably reads Me.

Select all on the left of the popover ticks everyone; Clear on the right puts you back to Me, not to nobody
The search box, Search owner, matches a teammate’s name or their email
Unassigned sits pinned at the top, for contacts nobody owns yet
Tick every colleague and Unassigned and the chip reads Anyone — that is “no owner restriction at all”
Pending my acceptance, subtitled Awaiting your response, is its own view: contacts that were assigned to you and that you have not accepted yet

Owner decides whose records you see — it starts on Me

The Owner column only appears in the table once more than one owner could turn up; with a single person selected, a column of identical avatars is only noise.

Try a quick search first

Click the magnifier, or press / on a desktop. The list chips are replaced in place by a search box — Search leads…, or your database’s own word, so Search landlords… on a database named Landlords — and the button flips to an ×. Type.

After your first character a row appears underneath: the caption Search by, then All fields, then one chip per searchable field in this database. The chips are single-choice — picking one replaces your last pick, and clicking the lit one puts you back on All fields.

Search by narrows a search to one field

Esc or the × closes search and clears what you typed. Search is never saved — see Search or filter? below.

Build a filter condition

Click the Filter chip. On a desktop a panel headed Filters docks to the right edge, exactly as tall as the table, and the table stays usable behind it. On a phone it rises as a sheet from the bottom.

Click the pill that reads Field. Its menu is titled Add field and has a search box, Search fields, pinned at the top.
Pick a field. Its condition popover opens by itself, so there is no second click.
The popover shows the field’s name on the left and the operator as a small dropdown on the right. Change it if the default is not what you meant — the full list is below.
Set the value underneath.

The pill on the panel now spells the condition out in words and turns coloured, with an × to clear it.

Field on the left, the operator top right, the value underneath

Add more, and say “or”

The table updates as you go — there is no Apply button. Above the conditions you get a running count, 2 active filters, and a Clear all link.

Conditions in one group are always joined with “and”. To say “any of these instead”, put each in its own group: the button at the bottom reads Match a different set too (OR) the first time, and Add another “OR” group after that. Groups appear as cards joined by an or divider, each with its own × to remove it.

A field can legitimately hold two conditions in the same group — “is not Low” and “is not High” together is a normal thing to want.

Save it as a list

Once you have something worth keeping, a tinted box appears at the top of the panel headed Filters changed, with a Save as list button. Press it, name the list in the box (Name this list…) and press Save. Leave the name empty and it becomes Untitled list.

Your list now has its own chip in the strip beside the search button, for you and for everybody else in the workspace.

Filters changed → Save as list, and the filter becomes a chip everyone can use

Search or filter?

	Search	Filter
What it is	a fast free-text match	real conditions with operators
Saved into a list	Never — it is deliberately temporary	Yes, together with your Group by choice
Reaches	text, number and choice fields in this database	every field in your workspace
Dates	not searchable	fully supported, with real date operators

Both can be on at once, and often should be: filter down to “Won customers in Penang”, then search within that for a name.

Which fields get a chip under Search by. A field qualifies by what kind of field it is — text, number, and dropdowns of both kinds. Dropdowns match on the option’s label, so Status, Source and Priority are all searchable. Dates are deliberately left out: guessing at a typed date is worse than using the filter’s date operators.

The chips cover the fields this database holds, not the columns it shows — so a field you hid as a column still gets a chip. They are also this database’s fields only: a field you picked on another database is remembered but not offered here, and the row will show All fields lit, which is what the search is genuinely doing.

Which fields you can filter on. Every field in your workspace except repeating groups — not just the columns this database shows. You filter on the data you hold, not on what happens to be on screen.

The operators

The value editor is a tick list of the field’s options. You can tick several, and the menu stays open while you do.

Operator	What it matches
is any of	the value is one of the options you ticked (the default)
is none of	the value is none of the options you ticked
has ever been	the contact ever held one of those options, even if it has moved on since
is empty	no value at all
is not empty	any value

has ever been reads the record’s history rather than its current value. It is how you build a list like “everyone who ever reached Won” — and it is why such a list keeps matching contacts who have since moved somewhere else.

Text and number fields

One text box, with the placeholder Type a value….

contains (the default) · is · is not · starts with · ends with · is empty · is not empty

Date fields

Operator	What you fill in
within next…	a number of days (the default operator)
within last…	a number of days
on	one date
on or after	one date
on or before	one date
between	two dates
is empty	nothing
is not empty	nothing

Pick is empty or is not empty on any field and the popover spells out what it will do: Matches rows where Source is blank.

The list strip

Left of the search button, in this order: All, then every saved list, then Archived — pinned last, and not movable — then a New list button.

All and Archived are two ways of looking at the database you are already on. Clicking them does not move you off a database you built.
Selecting All or Archived clears your filters, so they always show you an unfiltered list. Save the filter first if you want it back.
The active chip shows a pencil; hover it and the word Edit appears. Clicking the active chip again opens the Filters panel on it.
A saved list stores the whole set of conditions and your Group by choice. It does not store a search.
Lists live on the server and are shared with the whole workspace — they are not a personal preference.

Managing a list

Open the Filters panel with the list active and you get, above the conditions: a name box (List name), then a row of icon buttons — two arrows that tooltip Move left and Move right, then Duplicate list and Remove list.

Change the conditions of an active list and the box at the top reads Unsaved changes to “Hot leads”, with Save changes and Save as new
Duplicate list makes Hot leads copy and drops it in right after the original
Remove list asks first, in the panel: Remove “Hot leads”? Can’t be undone. with Cancel and Remove
The New list button opens the panel titled Add new list, with a name box (New list name, placeholder Name your list…) and a Create button that stays unavailable until you have typed a name

Group by

Click the Group by chip and pick a field. The chip lights up and shows the field’s name; an × on it clears the grouping. The menu’s first row is None.

Only fields with a countable set of values are offered: Company, Owner, and every single-choice dropdown field. Free text, numbers, dates and multiple-choice fields are not — those would make hundreds of buckets.

In Table view each bucket becomes a collapsible header row with its count
In Kanban the buckets become the columns — with one exception for Company, explained in Work the board in Kanban view

Who can do what

Every one of these controls is hidden rather than shown-but-unusable, so if you cannot see it, the grant is missing.

Control	You will not see it without
New list, Save as list, Save as new, Duplicate list	the Lists permission with create
Save changes, renaming a list, Move list left / right	the Lists permission with update
Remove list	the Lists permission with delete
The list chips themselves	the Lists permission with read
Colleagues, Anyone and Unassigned in the Owner popover	the Lead Bank permission with read, in an owner-private workspace

The list name box is the one thing that does not disappear — without update it becomes read-only instead, because the name is still worth seeing.

In an owner-private workspace

If your workspace is set to owner-private and you do not hold the Lead Bank permission with read, the Owner popover collapses to Me: colleagues, Anyone and Unassigned are all removed, because the server would refuse them anyway. Pending my acceptance still works.

You will also see a small grey Owner-private pill beside the chip. Hover it and it says: Owner-private workspace — you see only the leads you own, plus any awaiting your acceptance.

If something goes wrong

What you see	Why	What to do
No results found	A search is active and nothing matched	Broaden the wording, or clear the search box
No leads match filters	Filters are active and nothing matched	Press Clear Filters
Those two messages say “leads” on a database named Landlords	Only a database’s own empty state uses your word	Nothing to fix
The list is completely empty and nothing seems to be loading	You unticked every owner, so the chip reads No one and nothing is even requested	Tick somebody, or press Clear to get back to Me
All fields added in the Add field menu	Every field already has a condition	Clear one first, or add a second condition to a field that suits
No field matches “stauts”	The field search found nothing	Check the spelling, or clear the search box in that menu
A saved list came back without your search term	Searches are never saved into a list, on purpose	Retype it, or build it as a filter condition instead
Your filters vanished when you clicked All or Archived	Those two chips always show an unfiltered list	Save the filter as a list before switching
A company you know exists is not offered for a condition or a grouping	Company suggestions only know the contacts currently loaded in your browser	Scroll or filter so those records load first