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Documentation Index

Fetch the complete documentation index at: https://support.affinity.co/llms.txt

Use this file to discover all available pages before exploring further.

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Immediate Value

After this tutorial, you’ll lock and share saved views, find which lists an entity appears on, build formula fields, and send bulk email from a list.

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Prerequisites

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

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Quick-Start Roadmap

  1. Lock and share saved views
  2. Find contacts across multiple lists
  3. Use formula fields
  4. Send bulk email from a list
This tutorial covers the standard Lists experience. If you’ve opted into “Try improved Lists” (Sheets 3 Beta), some buttons may be in different locations, but all concepts and outcomes are the same.

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Why Advanced List Skills Matter

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

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Task 1: Lock and Share Saved Views

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Context

Saved views are private by default. The Share button on the view lets you grant or restrict access for teammates. A lock icon appears on the view name when you don’t have edit access — that’s the system’s way of indicating someone else has locked the view from editing.

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Action

  1. Open the saved view you want to share.
  2. Click the “Share” button on the view’s toolbar.
  3. In the access dialog, set who can view or edit the saved view.
  4. Save your access changes.
Reading the lock icon: if a 🔒 lock icon shows next to a saved view, you don’t currently have edit access — only viewing. The view’s owner or an admin can update access via the same Share dialog.
When to use each pattern:
  • Shared with edit access: Collaborative views the team can adjust together
  • Shared with view-only (locked for editors): Team-standard views like “Official Pipeline” — visible to everyone, modifiable 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 their Views row. View-only members see a lock icon indicating they can use the view but not modify it.

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📚 Help Center

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Task 2: 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.
  4. Click any list name to jump to their entry there. Alternative — All Companies / All People:
  5. Open All Companies or All People from the main navigation.
  6. Filter by a field value.
  7. 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 3: Formula Fields

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Context

Formula fields calculate values from other fields in the same list — e.g., days since last contact, weighted pipeline value, or a custom score. They update automatically as the source fields change.

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🎬 Watch

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Action

  1. Add a new column → select “Formula” as the field type.
  2. Write your formula using available fields in the list.
  3. Save. Common patterns:
  • Days since last contact — recency metric for stale relationships
  • Weighted pipeline value — Amount × Probability
  • Custom deal score — combination of fields that fit your workflow
Formula fields are read-only. They calculate from source fields. You cannot manually edit the value of a formula cell — change the source fields instead.
Formula fields are list-scoped. They can only reference fields within the same list. For cross-list calculations, use Analytics reports (Tutorial 14).

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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 4: Send Bulk Email

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Context

Send email to multiple list entries at once — for example, LP updates or event invitations. Sends are logged on each recipient’s Activity Timeline.

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Action

  1. Open your list in Sheet view.
  2. Filter to the audience you want to reach.
  3. Select entries (Shift+click for range, Cmd/Ctrl+click for individual).
  4. Click “Send Email” in the toolbar.
  5. Compose the message.
  6. Review the recipient list.
  7. Send.
Bulk emails cannot be recalled. Double-check filters and selections before sending. Sends are logged on each recipient’s Activity Timeline.

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Expected Outcome

Selected list entries receive your email. Each send is logged in the recipient’s Activity Timeline.

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Task 5 (Admin): Manage Apps & API Access

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Context

The Manage Apps page (launched Dec 2025) is where admins view approved integrations, OAuth apps, and API keys for the account. Useful when configuring bulk import or sync tools that drive list updates.

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Action

  1. Open admin settings.
  2. Select “Manage Apps”.
  3. Review approved apps and provision/revoke API keys as needed.
Admin only. Revoking an active key immediately breaks any integration using it.

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Expected Outcome

You know where to manage your account’s integrations and API tokens.

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Common Questions

No. Formula fields can only reference fields within the same list. For cross-list calculations, use Analytics reports (Tutorial 14).
Check your plan’s limits. Bulk email is designed for targeted sends, not mass marketing — use a marketing platform for large campaigns. ⚠️ Needs Review: exact recipient limit varies by plan.

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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)