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Immediate Value

After this tutorial, you’ll share and pin saved views for your team, copy or remove many records at once, know everything in List Options, find which lists an entity is on, build formula fields, and know the few tasks that still need Classic Lists.

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Prerequisites

  • Tutorial 7: Master List Views
  • Tutorial 9: Building Your Pipeline

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Quick-Start Roadmap

  1. Share and pin saved views
  2. Copy or remove many records at once
  3. Get the most from List Options
  4. Find contacts across multiple lists
  5. Build formula fields
  6. Know when you need Classic Lists — including bulk email
New Lists is the default Lists experience for every customer. A few features still need Classic Lists — where one comes up, this tutorial says so. To switch a single list, see Switching between New and Classic Lists.

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Why Advanced List Skills Matter

Once you’re managing multiple lists with many entries, shared views, bulk actions, and formulas let you maintain data quality at scale and standardize how the team works in Affinity.

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Task 1: Share and Pin Saved Views

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Context

A new saved view is private to you. You decide whether the rest of the list can see it, whether they can change it, and whether it’s the team’s pinned default. Sharing a view is separate from sharing the list — people only see a shared view if they already have access to the list.

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Action

  1. Open the saved view.
  2. Click the permissions button in the view toolbar — a lock icon while the view is private, a people icon once it’s shared.
  3. Choose who can see it:
    • Private — only you can see this view
    • Visible to list members — everyone who can access the list can see it
  4. To make it the team’s default, turn on Pinned Team View. Only list admins can pin views.
  5. Under Additional Options, tick Allow anyone to configure this view if you want others to be able to change and save it. Leave it unticked for team-standard views.
  6. Use Copy Link to send teammates straight to the view.
Only the view’s creator can change its permissions. If Save is greyed out on someone else’s view, duplicate it to make your own editable copy.
When to use each pattern:
  • Shared, anyone can configure: collaborative views the team adjusts together
  • Shared and pinned, configuration locked: team-standard views like “Official Pipeline” — the same for everyone, changed only by the owner
  • Private (default): personal views for your own workflows

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Expected Outcome

Your team sees the shared view in its view tabs, with the pinned view at the top.

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📚 Help Center

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Task 2: Copy or Remove Many Records at Once

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Context

When a batch of companies belongs on another list — or no longer belongs on this one — select them all and act once.

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Action

  1. Tick the checkboxes next to the records you want. The checkbox next to Name selects every record in the view.
  2. To copy them, click Copy to List and pick the destination list, or create a new one.
  3. To take them off this list, click Remove from List.
Copy to List works between lists of the same type — organizations to organizations, people to people. Opportunity lists aren’t supported. Large copies run in batches of 1,000, and you’re notified when they finish. Copying doesn’t fire the destination list’s required fields or triggers.
Duplicates are only flagged when you select specific records — not when you select everything with the Name checkbox. Duplicates still copy either way.

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Expected Outcome

You can move a batch of records between lists in one action.

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📚 Help Center

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Task 3: Get the Most from List Options

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Context

List Options — the gear icon in the top right of a list — holds the list-level settings. Some items only appear if you have the right permissions.

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Action

Open List Options and find each item:
Duplicate list → With views + permissions is the fastest way to start a new fund’s pipeline with the same fields, views, and sharing as the last one.

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Expected Outcome

You know where every list-level setting lives, and which ones need list admin rights.

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📚 Help Center

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Task 4: Find Contacts Across Multiple Lists

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Context

A company or person profile shows every list that entity appears on. Useful for checking whether someone else on the team is already tracking a target.

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Action

  1. Open any entity profile (Cmd+K / Alt+K → search).
  2. Look at the Lists section on the profile.
  3. See every list this entity appears in, and click a list to jump to their entry there. Click the + next to Lists to add them to another.
Alternative — All Companies / All People:
  1. Open All Companies or All People from the main navigation.
  2. Filter by a field value.
  3. Results include entities across all lists, not just one.

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Expected Outcome

You can quickly see which lists any entity belongs to and navigate between them.

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📚 Help Center

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Task 5: Build Formula Fields

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Context

Formula fields calculate a value from number fields — a weighted pipeline value, an average of your team’s ratings, or a total across several columns. They update automatically as the source fields change.

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🎬 Watch

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Action

  1. Click the + at the right end of the column headers and choose Formula.
  2. Name the field, and choose list-specific or global.
  3. Pick one function — Sum, Subtract, Multiply, Divide, or Average — and up to 16 number fields to use.
  4. Check the preview, choose a format (Number, Currency, or Percent), and save.
Common patterns:
  • Weighted pipeline value — Multiply Amount × Probability
  • Average rating — Average Team, Market, and Product scores
  • Total commitment — Sum several amount fields
Formulas have limits. Each uses one function, only single-value number fields can be inputs, and a formula can’t use another formula. A list-specific formula can use list-specific and global fields; a global formula can only use global fields. Formula values can’t be edited directly — change the source fields instead.
Formula fields aren’t available through the Affinity API, the mobile app, or the browser and Outlook extensions.

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Expected Outcome

You have a formula field that auto-calculates from your list data.

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📚 Help Center

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Task 6: Know When You Need Classic Lists

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Context

Almost everything works in New Lists. A few tasks still need Classic: bulk email, bulk convert to opportunity, the email bot, and copying a list template. Collaborators also always see Classic. For these, switch the one list to Classic, do the task, and switch back — your data stays in sync across both.

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Action

To send bulk email (Scale, Advanced, and Enterprise):
  1. Switch the list to Classic: click Switch to Classic in the list header, or open List Options and choose Switch back to Classic.
  2. Filter to the audience you want to reach, and tick the records.
  3. Click Send Bulk Email.
  4. Click Recipients to check who will get it — on an organization or opportunity list, recipients come from the people associated with each record.
  5. Compose the message and send.
  6. Switch the list back to New Lists.
Bulk emails cannot be recalled. Double-check filters and recipients before sending. Emails go out through your own email account, up to 200 recipients per batch, one batch at a time.
For the other Classic-only tasks, switch the list the same way and follow the linked guide:

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Expected Outcome

You can finish a Classic-only task and return the list to New Lists.

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📚 Help Center

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Common Questions

Only global fields. A global formula can use global fields, which appear on every list; a list-specific formula can use that list’s fields plus global fields. For calculations across lists, put tiles from each list on one Analytics dashboard (Tutorial 14).
Yes — up to 200 recipients per batch, and one batch at a time. Bulk email is designed for targeted sends, not mass marketing; for large campaigns, use a marketing platform such as the Mailchimp integration.
Admins manage them at Settings → Manage Apps. See Tutorial 13, Task 4.

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Where to Go Next

  • Next tutorial: Tutorial 16: RI for Due Diligence
  • 🗺️ Learning Paths: Deal Management (Step 6), New Admin Setup (Step 6)