In this article:
Would you like an interactive tour of Shared Lists?
Click here to explore the ins and outs of this feature!
✍️ Note
This feature is only available on the Connector or Supernode plan. To upgrade your account, visit the Plan & Billing page.
The Explorer plan is limited to Invite Only functionality. A partner on the Connector plan or Supernode plan can send an Invite to an Explore plan partner to initiate Shared List collaboration.
To upgrade your account, visit the Plan & Billing page.
Partner-to-partner collaboration is the bedrock of a scalable ecosystem. Real-time collaboration is now possible right in Crossbeam with Shared Lists. PAMs can handpick both overlapping and non-overlapping accounts from any report and share with a partner to quickly prioritize, action, and attribute your ripest opportunities.
With Shared Lists, you can:
Work collaboratively and securely with your partner on both overlapping and non-overlapping accounts in an easy-to-scan format
Unlock the insights that matter most with customizable column configuration
Have an organized record of your PAM-to-PAM communications that is easy to find and search through
❗️Important
To access this feature, you must have Data Sharing enabled. Learn more about Data Sharing with your partners here.
Create a Shared List
😎 Pro Tip
Configure Report columns to include Opportunity data, sort the Report by opportunity amount, and add the top accounts Records to your Shared List.
Adding this data makes sure you don’t miss out on the highest value opportunities.
Records with Opportunity data that are included in the Shared List (Opportunity Name, Opportunity Stage, and Opportunity Amount) are not visible to your partner.
✍️ Note
Shared List works for all Data Sources in Crossbeam. Shared Lists generated from CSV files will be limited to static functionality, other Data Sources will dynamically update.
❗️Important
The sharing settings for Shared Lists are independent of your default Sharing Settings. All information (except Records with Opportunity data) included in the Shared Lists, will be shared with your partner.
Shared List from a New Report or Saved Report
First, build a new Report or open a Saved Report.
The example below is a Greenfield Report (non-overlapping accounts with partners). Shared Lists offers the flexibility to add Overlapping and Non-Overlapping account Records to a single Shared List.
Once you have created the Report, click the box next to the Record column header to select all Records, or click the individual boxes next to the Records.
Next, click the +Add Records to List button.
In the next modal, select any list from the dropdown options under Shared List (or create a new list, follow the steps below). Click the Add to List button when done.
To create a new Shared List:
Click the box next to the Records in the Report that you want to add a list
Click the +Add Records to List button
Select +Create New List from the dropdown options under Shared List
In the next screen, select the partner (Owner) who will have access to the list
Edit List Name
Add a List Description (optional)
Click the Share List button to send it to your partner
In the next modal, click Add Selected Records to List to complete the process. You will see a pop-up prompt confirming the Records were added to a list.
Click the View List button in this prompt to open the list in the Collaborate workspace.
When creating a Shared List using Greenfield Reports, the Greenfield Records on the list will be marked with a Leaf icon, which will be visible to the partner who is viewing the list. This makes it simpler to distinguish between overlapping and non-overlapping Records.
Configure Shared List
In an open Shared List, you will be able to move the columns to new positions. Simply click and hold the dots at the top right of the column, and drag the column(s) left or right.
To remove a row, click the box next to the name and click Delete Rows.
Columns labeled Opportunity Name, Opportunity Stage, and Opportunity Amount are only visible to you and are hidden from your partner. Hover over the icons in the three columns to see details on the opportunities associated with the account.
Add Custom Columns
After you create a Shared List, you can further configure the list with Custom Columns to includes notes, stages, or any additional context about the accounts.
To create Custom Columns:
Open a Shared List
Scroll to the right of the table to locate the + button at the end of the table
Click the + button to add a column name in the pop-up box
Click in the boxes under the New Column to add text
To edit or delete the column, click the horizontal lines next to the column name
Invite Team Members to Shared List
In an open Shared List, click on the Invite Button.
In the Invite Team Member window, type names or emails in the box to add members to the Shared List. Next, click the Send Invites button.
Team members will receive an email invite notification and in app notification.
From the same Invite button, you can remove team members under the list of members with access. Click Remove next to the member, and they will be notified via email and in app.
Where to find Shared Lists
From the Navigation menu, click on the Collab icon. Once in the Collaborate workspace, you can open an existing Shared List or click the Create List button to start building a new list.
Edit or Delete a Shared List
From an open Shared List, click on the pencil icon to change the List Name or List Description, and click Save Changes when done.
In this modal, you can also click Delete List to permanently remove the Shared List.
Shared List Notifications
Shared List notifications keep you informed of real-time activity on a Shared List.
Crossbeam Activity Workspace
Within Crossbeam, click on the Activity icon to open the Activity workspace. Here, you will see when new notes and new records are added to a Shared List or when a new Shared List is sent to you. Click on View Note or View List to see details.
Email Notifications
Crossbeam will send an email notification when new notes and new records have been added to a Shared List, or when a new Shared List has been sent to you.
New Shared List Email:
New Records added email:
New Note Added Email:
Manage Notifications
Shared List notifications can be adjusted by clicking the Settings icon in Crossbeam. Next, click Profile & Preferences from the side panel and scroll down to the Collaboration Notification section. Check or uncheck the boxes to customize your notification preferences.
Click Save Changes when done.
FAQs
Will this work for greenfield (non-overlapping) reports?
Yes, you can share non-overlapping lists with a partner.
Why can’t I create a Shared List?
You must have Partner Manager level permissions in order to create a Shared List or to be invited to join a Shared List. Learn more on managing team roles here.
What happens to Records on my list if my partner deletes their data source or stops sharing data with me?
The Records will still exist on your Shared List, but will remain static and will not be updated via a data source sync.
Can I send a Shared List to multiple partners?
No, Shared Lists only work on a 1-to-1 level, so you can only share with 1 partner. However, you can invite multiple internal collaborators to a list from your org, and your partner can do the same.
If the owner of the list removes those records, are they deleted on the partner side too?
Correct.
If I'm creating the list and my data is set to overlap counts and the partners sharing data with me, do I have to enable permissions?
As long as your partner is sharing data with you, and you are at least sharing overlap counts, you will be able to add that Record to a list.
Do you have to share account owner?
No, account owner is automatically on the list.
For Explorers with “Invite-Only” access, are they getting access to the full Shared Lists feature once invited?
Yes, they have full access to the feature if they’re invited to collaborate on a Shared List.
Will you automatically see your partner’s updates in the Shared List? Or do you need to manually refresh?
It will automatically push to your Crossbeam instance, and you will receive a notification for any updates.
Will shared lists work for all data sources, including sheets and CSVs?
Yes, but CSVs will be static and not active like CRM connections.
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