In this article:
Overview
Dynamic Shared Lists give you and your partner a shared, live workspace for the accounts you're actively co-selling together. Unlike Static Shared Lists, which capture a fixed set of accounts at a point in time, Dynamic Shared Lists update automatically as accounts enter or leave your filter criteria—so both sides always work from current data.
✍️ Note
Looking for information on manually curated partner lists? See Static Shared Lists.
Plan Availability
Capability | Free Plan | Connector Plan | Supernode / Enterprise Plans |
View a Dynamic Shared List (when shared by partner) | ✓ | ✓ | ✓ |
Create and save Dynamic Shared Lists | — | ✓ | ✓ |
Share Dynamic Shared Lists externally | — | ✓ | ✓ |
✍️ Note
Free plan users can view and contribute to a Dynamic Shared List shared with them but cannot create or share their own.
Permissions
Full Access Seats
Crossbeam Role | Available Access Levels |
Admin | Manage, Edit, Comment, View Only |
Standard | Manage, Edit, Comment, View Only |
Limited | View Only |
Sales Seats
Crossbeam Role | Available Access Levels |
Manager | Edit, Comment, View Only |
Standard | Edit, Comment, View Only |
Limited | View Only |
Sales seat users can edit, comment on, and view Dynamic Shared Lists shared with them. Sales seats cannot create or share lists internally or externally.
Access Level Capabilities
Access Level | Capabilities |
Manage | Create, edit, delete, and share lists with partners and teammates |
Edit | Create, edit, and delete lists, and add Notes |
Comment | View lists and add Notes |
View Only | View lists without making changes |
Partner Shared Lists Permission
To share a Dynamic Shared List externally, users must have the Partner Shared Lists: Manage permission enabled. Users without this permission can still be added to a list but cannot share one.
When a partner user has the Manage permission on their side, they can also share the Dynamic Shared List with colleagues in their own org.
See detailed information on permissions here.
✍️ Note
To make a column public (visible to your partner), you must also have Data Sharing permissions. Users without Data Sharing permissions can add columns to a list, but those columns will remain private.
Requirements
Before sharing a Dynamic Shared List, confirm the following:
The list must be scoped to a single partner (Single-Partner List or Custom List filtered to one partner)
Your Population must be shared with that partner—Populations set to Overlap Counts Only or Hidden cannot be used
You must have Data Sharing enabled with the partner
You must have the Partner Shared Lists: Manage permission
✍️ Note
Dynamic Shared Lists are not currently available from the Account Mapping List view. You cannot filter the Account Mapping List down to one partner and share it externally from there. Start from a Single Partner List or a Custom List scoped to one partner.
Create a Dynamic Shared List
Step 1: Open or Create a Single Partner List
Navigate to Lists from the left-hand navigation
Open a Single Partner List, or create a new one
Apply the filters that define which accounts belong on this list
Any account that matches these filters going forward will auto-populate in the list.
✍️ Note
Filters are locked once you share the list. Even as the list owner, you cannot adjust filters after sharing. Make sure your filter configuration is final before proceeding.
Step 2: Save the List
Click Save as a new list and enter a list name. The list is private to your org by default until shared.
Step 3: Share the List
Share the List with a Partner
Click the Share button
Select Share with a Partner
Next, select a user from the dropdown options
Search for and select the partner user you want to add
Assign a permission level to each user: Manage, Edit, Comment, or View Only
Click Share
The partner user will receive an email notification and an in-app notification when the list is shared with them.
Share a List with Your Organization
Click the Share button
Under Share with a partner, select Your organization
Next, you can select specific users from your org or leave it blank
Under General Access, select Everyone at your org to open access to your whole company, or Only people invited to limit to specific users
If Everyone at your org is selected, choose an access level for the org
❗️Important
Sharing a Dynamic Shared List is independent of your default Sharing Settings. You can share columns of data with your partner that aren't included in your current sharing settings.
Step 4: Manage Filters After Sharing a List
Open a shared list and click Filter
Owner's filters appear grayed out—cannot be edited
Click Apply when done.
✍️ Note
Session filters edits are temporary for shared Lists and will not save after you leave the list.
Control Column Visibility
Each organization sees its own independent CRM account perspective on the list. You control which of your columns are visible to your partner.
Default Behavior
Columns saved in the original list are included by default
Columns added after sharing default to Private (visible to your org only)
You must explicitly make a column public to share it with your partner
Make a Column Public
Click the column header dropdown
Select Make Public
Confirm the prompt—the column becomes visible to your partner immediately
✍️ Note
Only users with Data Sharing permissions can make columns public. If you don't have this permission, the option will be unavailable.
Removing a public column from your list also removes it from your partner's view.
What Your Partner Can Do
View all columns you've made public
Add their own CRM columns to the list on their side
Each org sees accounts as they exist in their own CRM. No deduplication occurs across organizations.
Collaborate with Notes
Notes are available on all accounts in a Dynamic Shared List and are visible to both organizations.
Add a Note
Click in the Note field next to an account
Type your note and press Enter to save
Both sides can leave Notes and reply to existing ones. Notes are account-specific within the list and do not carry over to other lists. Unread Notes appear bolded. Notes are included in list exports.
Users with Manage, Edit, or Comment access can add Notes.
Find Your Dynamic Shared Lists
Navigate to Lists from the left-hand navigation to open the Lists Hub.
Dynamic Shared Lists display alongside all other saved lists. Lists shared externally are marked with a sharing icon and show who the list has been shared with.
From the Lists Hub, you can:
View All Lists, Your Lists, and Lists shared with you
Filter by Partner Overlaps or Owner
Organize lists into folders
Sharing Icon
Your Dynamic Shared Lists — these will be noted via a sharing icon and a note about whom it’s been shared with.
Manage a Dynamic Shared List
Edit List Name or Description
Open the list
Click the pencil icon to update the name or description
Click Save Changes
Duplicate a List
Select Duplicate from the Actions dropdown. Duplicating a Dynamic Shared List creates an unshared copy—sharing does not carry over to the duplicate.
Delete a List
Select Delete from the Actions dropdown. When the list owner deletes a Dynamic Shared List, the partner receives a notification that the list is no longer shared with them.
Notifications
When a List Is Shared
When you share a Dynamic Shared List with a partner, each invited user receives an email notification and an in-app notification. The notification includes the sharing organization's name, the list name, and a link to open it.
Ongoing Activity
Notifications fire when someone adds a Note or a new account enters the list.
Manage Notification Preferences
Navigate to Settings from the left-hand navigation
Select Profile & Preferences
Scroll to the Collaboration Notifications section
Check or uncheck the boxes to customize your preferences
Click Save Changes
✍️ Note
If the list owner leaves the organization, users already added to the list retain their access at the role they were assigned. If needed, an admin can delete the list and create a new one.
FAQs
Can I share a Dynamic Shared List with more than one partner?
No. Dynamic Shared Lists support one partner at a time. You can invite multiple users from that partner org, and each side can add internal collaborators, but the list is scoped to a single partner relationship.
Why is the Share with Partner option disabled?
This can happen if:
Your Population is set to Overlap Counts Only or Hidden—it must be fully shared to enable external sharing
The list is not scoped to a single partner
You don't have the Partner Shared Lists: Manage permission
Can my partner see data I haven't shared with them?
No. You control column visibility explicitly. Anything added after sharing is private by default. Sharing a Dynamic Shared List does not change your underlying sharing settings with that partner.
Is there a record limit on Dynamic Shared Lists?
No. Dynamic Shared Lists do not have a record limit.
What happens if I add a new Population after sharing?
The list dataset is locked at the time of sharing. New Populations added later are not automatically pulled in, even if they match the filter criteria being used.
Can my partner edit the list filters?
No. The original filter logic is locked once the list is shared and will appear grayed out for all users—including the list owner. However, any user with access can temporarily adjust the existing filters using AND logic to narrow the list during their session. These adjustments are not saved and will not persist after you leave the list.
OR logic and net-new filters are intentionally blocked to prevent the list from being expanded beyond its original scope.
What's the difference between a Dynamic Shared List and a Static Shared List?
Dynamic Shared Lists are filter-based and update automatically as accounts enter or leave the criteria. Static Shared Lists contain a manually selected, fixed set of accounts and do not auto-update. See Static Shared Lists for more.
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