Build lists: from filter to Excel file
How to build a list across your records in stipt: pick a source, columns and filters, add totals per group, share it with colleagues and export to Excel.
In this guide
- What are lists in stipt?
- How do I create a new list?
- Which source should I pick for my list?
- How do I filter by period, status or product?
- How do I build an order list for next week?
- How do I find records where something is missing?
- What can I do with the rows in a list?
- How do I export a list to Excel and share it with colleagues?
- Frequently asked questions
Short answer
With Lists you build saved tables across your records in stipt. You pick a source (what one row is), columns, filters, grouping and totals, then click Fetch. You can save a list, share it with colleagues and export it to Excel, for example as an order list for your supplier. Lists is included in every stipt account, with no add‑on.
By the makers of stiptUpdated October 5, 20269 min read
What are lists in stipt?
A list is a saved table across your CRM data. You decide what goes in: which rows, which columns, which filters, how it is grouped and what gets totalled. Think of an order list with every product line for next week, all quotes from this month by status, or past appointments whose form has not been accepted yet.
Lists has its own icon in the left rail. It is not a module you install first in the Module center: every account has Lists, and there is no on/off switch. No add‑on is needed either.
Lists is available to internal team members with the User or Admin role. A member with the Field worker work profile does not see Lists in the menu and cannot open shared lists either. The reason: the sources carry prices and totals, and a field worker never sees prices.
How do I create a new list?
Open Lists without a list, or click the plus. Under Pick a source you find six examples to start from: Appointments next week, Order list next week, Forms this month, Booking links from the last 30 days, Status changes this week and Quotes this month. An example opens as a new list and fetches right away. Adjust it and click Save, and it is your list. Prefer to pick a source yourself? Then you start from a sensible default list that you rework from there.
You set everything up in the bar above the grid: Source, Columns, Filters, Group, Sum and Sort. On the right of that bar sits Fetch (or Ctrl/Cmd + Enter). The list only runs when you click it, so you can calmly set up what you want to see first, without waiting for a half‑finished result on every small change.
Until you fetch again, the previous result stays on screen, with the time it was fetched. Change something after that and a filters changed note tells you so. Opening a saved list does fetch right away, because that setup is finished.
Which source should I pick for my list?
The source decides what one row is, and that is the most important choice. With Records every row is a record, with its status, phase, drop‑out reason, address, origin and custom fields. With Products every row is a product line on a record: quote lines plus manually added items. Other sources include Appointments, Forms, Quotes, People involved (one row per person on a record), Status changes, Booking links, Reschedules, Extra work and Serial numbers.
Besides the source's own columns you can always add record columns such as Record, Customer, Record status, Phase, In status since and Lead origin, plus address columns and the custom fields of all your record types. For Dutch addresses stipt also derives Province and Postcode area from the postcode, so you can count records per region. Columns from another module work too; multiple values are then merged into one cell.
Some sources are restricted. You only see Accounting and Self‑billing when that module is enabled and you are an admin or have the matching add‑on. Service only exists when the service module is on, and the Inbox source is only there for people who may see all conversations.
How do I filter by period, status or product?
Filters adapt to the column type: contains, is, is not, is one of, greater than, in period and so on. With is one of you tick several values at once, for example every installation and survey type in one list. On a text column such as Product you get every value the list returned as a tick list, all on by default. Filtering then means unticking what you do not want.
You filter a date column with in period. That period is relative by default: today, this week, next week, last 30 days, before today, next 7 days, this year and more. That keeps a saved list current by itself. A week runs Monday through Sunday. For a fixed window, such as a closed quarter, choose a fixed from and to date in the same dropdown; the last day counts.
A yes/no column filters with is, is not, is empty or is not empty. Mind the difference: is not Yes also includes records where the box was never filled in, while is empty gives only those records.
How do I build an order list for next week?
Start from the Order list next week example, or build it yourself. Pick the Products source and add two appointment filters: appointment type is one of your installation types, and appointment date in period next week. A filter on another module works per record, and one and the same appointment has to match both filters. So you get the product lines of records with an installation next week, not of records that once had a survey as well.
Also add appointment status is one of Scheduled, On the way, In progress and Done. Otherwise the products of a cancelled installation still count.
Then group by Line, the name of the van or crew in the calendar, and you have an order list per installer. The appointment module's columns follow the same filters, so Line shows the line of that installation, not the surveyor from before. Group by Product instead to see the totals per item. Add a sum per group, export to Excel, and you have the file you can send to your supplier.
How do I find records where something is missing?
On a column from another module, is empty works the other way round: you ask for the records without such a line. Form is empty gives you the records without a form. The Milestones group helps too: with access to accounting, First invoice sent is empty gives you the records that have not been invoiced yet.
With is none of you leave out records that do have a certain line. One example is the list has a survey, no installation: source Records, appointment type is one of your survey types, and below it appointment type is none of your installation types plus appointment status is none of Scheduled, On the way, In progress and Done. That status condition matters. Without it you also lose the record whose installation was cancelled, and that is exactly the customer you need to call.
That is how a list becomes a call list. On the Booking links source, Outcome is Saw no times gives you the customers stipt could not offer a single slot. Opened, not booked yet and older than a week is your reminder list.
What can I do with the rows in a list?
Click a row and the record opens. Tick rows to act on them together. The footer shows how many lines and how many unique records you have selected, with a preview to check: 49 product lines can add up to 5 records.
With Change status you move all selected records in one go; with mixed record types you pick a status per type. The change runs through the normal status path, so transition rules and automations apply as usual. Blocked records are reported separately. If the new status falls outside the configured route, stipt skips that record, because such a step needs a note that you add per record.
Very large results, over 5,000 lines, are cut off. You then see a warning above the grid and in the export dialog. The totals and the counts per group always cover the whole list, though. Narrow your filters in that case.
Frequently asked questions
Does Lists cost extra?
No. Lists is included in every stipt account, with no add‑on and nothing to install in the Module center. Only the Accounting and Self‑billing sources need the matching module and, for a User, the matching add‑on.
Can I put email addresses and phone numbers in a list?
Yes, but only an admin can pick those columns. They are stored encrypted, so you cannot filter, sort or group on them. If you share or export such a list, the details go along; treat that file as customer data.
Can dot build a list for me?
Yes, when the List builder is on. It is off by default; someone with Studio access turns it on in Studio under Tools. dot only uses existing sources and columns, runs the list once as a check and saves it as your list.
What is the difference between Lists and Analytics?
A list shows rows, an analysis shows a number or a chart. From a chart in Analytics, Open in Lists opens the rows behind a number, and an admin turns a list into a chart with Make an analysis.
Does a saved list stay up to date?
Yes. Date filters are relative by default, such as next week or last 30 days, and a saved list fetches the current data as soon as you open it. Only a period you fix with a from and to date stays put.
Why can a technician not see Lists?
Lists carry prices and totals. A member with the Field worker work profile never sees prices, so they do not see Lists either, not even a shared list.
Keep reading. More guides on related topics.
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