Saved views and bulk actions: one list for the whole team

With saved views, your team works on the same list: same filters, same columns, same sort order, visible to everyone and opened with one click. Bulk actions handle changes to 40 records in one go instead of 40 clicks. And because every deal card shows how long it has sat in its stage, the list becomes your weekly pipeline review. Nobody exports to Excel any more to answer a question.

This article is for heads of sales, founders and teams of 3 to 50 people who run a pipeline in Advanzo and have so far coordinated their lists with exports, screenshots or "send me your filters".

The problem today: every person has their own list

In most teams it looks like this: Lea filters her deals by close date, Marco by value, the head of sales exports everything to Excel on Fridays and builds a pivot table. On Monday three people argue about three different numbers. The question "which deals close this month?" has three answers, and none of them is wrong, because each rests on a different list.

The second problem is routine changes. A colleague leaves the team and 60 deals need a new owner. A tag "Trade fair 2026" has to go on 120 contacts. A stage was renamed and 30 deals have to move. Without bulk actions that is an afternoon of clicking, with errors, because concentration fades after the fortieth record.

The third problem is invisible: deals that stand still. In a list sorted by value, a CHF 80,000 deal always looks good, even if nobody has spoken to the customer for six weeks. What is missing is time in stage as a visible number.

Filters, views, bulk actions: the three building blocks

Advanzo solves this with three features that are available on every list: contacts, companies, deals, activities and products.

Advanced filters combine several conditions: stage is "Quote sent" and close date is this month and owner is Lea. Every field can be filtered, including custom fields you created yourself.

Saved views freeze a filter together with columns and sort order. A view is private or shared. Shared views are visible to the whole team under the same name, such as "Pipeline review Monday" or "Quotes without reply".

Bulk actions apply one change to all selected records: set a field, add a tag, change the owner or export the selection as CSV. The selection comes straight from the filter, which means from the view.

On top of that, every deal card on the kanban board shows time in stage. The CHF 80,000 deal then carries the number 43 days, and that number is hard to overlook.

Step by step: a shared view for the pipeline review

The goal: a view "Pipeline review Monday" that everyone opens every Monday and that brings the discussion onto the same list.

Step 1: Define the question the list answers

A view answers one question. For the review it is: "Which open deals need a decision this week?" The filters follow from that. Whoever starts with "all deals" gets a list nobody reads. How a good review runs is covered in the weekly pipeline review.

Step 2: Set the filters

1. Status: open.
2. Close date: within the next 30 days or already passed.
3. Optional: pipeline "New business", so renewals do not slip in.

Step 3: Choose columns and sort order

1. Columns: deal, company, value, stage, time in stage, close date, owner, last activity.
2. Sort: close date ascending, so the urgent ones sit at the top.

Step 4: Save and share the view

Save the view as "Pipeline review Monday" and set it to "shared". From now on everyone in the team opens the same list with one click. If you change a filter later, the change applies to everyone.

Step 5: In the review, walk the list, not the opinions

Each person goes through their rows from top to bottom: next step, date, done. Deals without a next step get a task in the meeting or move to "lost" with a reason. Deals with a high time in stage are discussed first. A review takes 20 minutes for 50 deals this way.

Step 6: Tidy up with bulk actions after the review

What was decided in the review, you apply in the view: select all discussed deals, add the tag "Review W44", change the owner where needed. Three clicks instead of thirty. The routine for keeping the pipeline clean in a quarter of an hour is in a clean pipeline in 15 minutes a week.

Bulk actions: 40 records in one go

Bulk actions are unspectacular until you have needed them once. The table compares three everyday cases.

One rule to go with it: bulk actions are fast, also in the wrong direction. Before you click, check the number of selected records and read the filter again. The audit log shows afterwards who changed what, but undoing is a second piece of work.

Time in stage and dashboards: from list to cockpit

The view answers "which deals". The dashboard answers "how are we doing overall". In Advanzo each person builds several dashboards from cards: deals by stage, won versus lost, forecast, activities by rep, calls by outcome. The head of sales has one dashboard for the monthly meeting, each rep has one for their own day.

The two tools belong together. If the "deals by stage" card shows 28 deals piling up in "Quote sent", you open the view "Quotes without reply", sort by time in stage and see which seven of them have been sitting there for over 30 days. Which cards trigger a decision and which are only decoration is described in dashboards that trigger decisions.

If you use the AI features, you also get a deal score from 0 to 100 with a risk flag per deal. The score suggests what to look at first. Deciding what happens to the deal is your job.

Checklist for views the team actually uses

• Every shared view answers exactly one question, and that question is in its name.
• There are at most five to seven shared views per list. Nobody reads more.
• The "time in stage" column is visible in every deal view.
• The sort order puts the urgent at the top, not the largest.
• One person owns the view and adjusts filters when the process changes.
• Private views stay private: experiments are not shared.
• Before every bulk action, the number of selected records is read out loud.
• Fields that are filtered often have fixed options instead of free text.
• Every dashboard card has a view that shows the details behind it.

Mini scenario: construction company with 9 people in Winterthur

Seegarten Wohnbau AG has three people in sales, one head of sales and five in planning and execution. The pipeline holds 140 open deals with a total value of CHF 3,800,000. Until now the head of sales exported to Excel every Friday, built the overview in an hour and sent it as a PDF. By Monday it was already out of date.

Today there are three shared views: "Review Monday" (open, closing within 30 days, 34 deals), "Stalled" (time in stage over 21 days, 19 deals) and "Quotes open" (stage "Quote sent", 41 deals). The review takes 25 minutes instead of an hour plus preparation. When a rep left, his 47 deals moved to a colleague in two minutes with one bulk action.

Typical mistakes

• Views as a dumping ground: after three months there are 30 shared views and nobody knows which one is current. Delete whatever nobody has opened in four weeks.
• Sorting by value: the largest deal sits at the top, the most urgent on page two. Sort by close date or time in stage.
• Filtering on free text: whoever filters on notes gets randomness. Filter on fields with fixed values, and create the values you are missing.
• Bulk action without looking at the number: 400 instead of 40 contacts get the tag. Read the number, then click.
• Dashboard without a view behind it: the card shows 28 deals piling up, but nobody can see which ones with one click. Every card needs a view.
• Review on the dashboard instead of the list: bars lead to opinions, rows lead to decisions. The review runs on the view.

Frequently asked questions

Which lists have filters and saved views?

Every list in Advanzo: contacts, companies, deals, activities and products. The filters reach every field, including custom fields you created for your team. A saved view keeps filters, columns and sort order.

Who can see a shared view?

Everyone in the workspace who is allowed to see the records it contains. Roles and visibility groups stay in force: someone who may only see their own deals also sees only their own rows in the shared view. The view changes nothing about permissions.

What can I change with a bulk action?

You select records from a filtered list and apply one change to all of them: set a field, add a tag, change the owner or export the selection as CSV. Check the number of selected records before you click. The audit log records every change.

How is time in stage calculated?

It counts the days since the deal's last stage change and sits on every card on the kanban board. When a deal changes stage, the count starts again. That way you see at a glance which deals are stuck in a stage, regardless of their value.

Can each person have their own dashboards?

Yes. Each person builds several dashboards from cards such as deals by stage, won versus lost, forecast, activities by rep or calls by outcome. The head of sales sees the team, each rep sees their own day.

If you want to try this in Advanzo: advanzo.app.