Contact filters let you build advanced searches across your organization-wide contact list, and segments turn a filter set into a live group that keeps updating on its own. This article covers filtering and segments.
For everything else about contacts (how they are created, importing, tags, properties, and the contact profile), see Managing Contacts. Filters and segments both live on the Contacts page.
A segment is a saved set of filters that keeps updating on its own. For example, you can create a segment for:
Contacts with the property Lead stage = Qualified
Contacts who submitted a specific funnel
Contacts with a specific tag
Contacts from a certain country
Contacts who match multiple filter conditions
This makes it easier to work with dynamic contact groups, such as qualified leads, newsletter subscribers, customers from a specific funnel, or contacts at a certain lead stage.
Filtering contacts
Click Filter to build advanced searches and narrow your list. Add one or more filters from these types:
Submitted in funnel: contacts who completed a specific funnel.
Has tag: contacts with one or more specific tags.
Contact created: filter by when the contact was first added.
Contact updated: filter by when the contact record was last updated.
Contact Properties: filter by the value of any native or custom contact property, for example lead stage, country, or a custom field.
Stack multiple filters and use the selector between them to control how they combine: AND returns contacts matching every condition, OR returns contacts matching any condition.
Creating a segment
A segment is a live group of contacts. Instead of a one-time filtered result, it keeps updating on its own: contacts enter as they start matching the conditions and leave as they stop.
There are three ways to reach the segment builder:
Build a filter, then click Save as segment in the filter panel.
Open the view dropdown at the top left (it reads All contacts by default) and click + Create new segment.
Click Actions, select Manage segments, and create a new segment there.
Set the conditions, give the segment a clear name, and save it. The builder shows how many contacts currently match.
Your saved segments then appear in that same dropdown, so you can switch between All contacts and any segment without rebuilding the filters each time. When you open a segment you see the contacts that match its conditions right now, and because segments are dynamic that list changes over time.
Warning: Deleting a segment pauses any workflow triggered by it.
Using contact properties in segments
Contact properties group contacts by information saved on their profile, such as name or company, plus any custom properties you create. Common examples are lead stage, interest, score category, or customer type. You set up custom properties in Managing Contacts.
This is especially powerful when properties update automatically through workflows or integrations. As soon as a property changes, the contact enters or leaves the matching segment.
For example, a segment where Contact property: Lead stage / Condition: is / Value: Qualified always holds every contact currently marked Qualified, and drops each one the moment their lead stage changes.
Using segments in workflows
Segments can trigger email automation. In Email Automation, two triggers respond to segment membership:
Entered segment: starts a workflow as soon as a contact matches a segment's conditions.
Exited segment: starts a workflow when a contact no longer matches.
For example, with a Qualified Leads segment you can trigger a workflow the moment a contact enters it, then send a follow-up email, update a property, add a tag, or notify your team. To set this up: go to Workflows, create a new workflow, choose Entered segment or Exited segment as the trigger, select the segment, and add the actions you want to run.
Should you have further questions, please contact support.
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