CRM Help

Working with advanced filters

Availability

Available in : All editions of Zoho CRM

The advanced filter is a powerful search tool that enables you to extract valuable sales information in no time - information, which could otherwise take you much longer to find out. With a regular filter, your search is based on field values - for example, all leads whose State is "California". This is pretty straightforward and ordinary. Whereas with advanced filters, you can run intelligent searches based on the activities associated to the records, such as leads "that have no open activity associated to them". Or "deals without any notes for the last 6 months".

When the criteria for advanced filters are based on sales priorities such as tasks, notes and emails rather than just field values, your chances for discovering valuable sales information is much higher. When you use intelligent combinations of the available criteria, advanced filters truly work like magic.

Filter records using advanced filters

To filter records using advanced filters

  1. Go to the desired module.
  2. Select the required module list view.
  3. Under Filter [Records] By, select the desired combinations.
    You can select any number of search combinations as required.

    Click More to see more search criteria.
  4. Click Apply Filter.
    The records that meet the criteria are displayed.
  5. You can select records and assign suitable followup activities or run macros on them.
    You can also Save Filter for future use.

Note

  • You will see the Save Filter button when you have applied filter.
  • You can save upto a maximum of 5 filters.
  • Saved filters are specific to each user.

Use advanced filters effectively

Following are some common sales scenarios in which you can effectively make use of the benefits of advanced filters. Remember, these are only examples. There are similar countless scenarios you can come up with depending on the combination of search criteria.

Discover untapped leads

You work on a fresh set of leads every week. Over time, you lose track of the leads that needed a second or third follow-up. But in reality, among those idle leads, there might just be a great deal waiting for you - but only if you follow up on it. Advanced filters can filter out such records for you within seconds.

  1. Go to the Leads module.
  2. Select the required module list view.
  3. Under Filter Leads By, select the following combinations:
    • Select Activities > Without any activity > This year
    • Select Notes > Without Any Notes > This year
    • Select Emails > not sent > This year
    You can select any number of search combinations as required.

    Click More to see more search criteria.
  4. Click Apply Filter.
    The records that meet the criteria are displayed.
  5. You can select records and assign suitable followup activities or run macros on them.

Keep a track of sales activities

You want to keep a track of your sales activities as well as that of your subordinates. With advanced filters, you can narrow down all deals to which there is no acitvity associated for the next one month but closing date is within the current month. You can add the potential amount as another criterion, which will further narrow down the search.

  1. Go to the Deals module.
  2. Select the required module list view.
  3. Under Filter Deals By, select the following combinations:
    • Select Activities > Overdue > Tasks
    • Closing Date is > This Month

      Click More to see more search criteria.
  4. Click Apply Filter.
    The records that meet the criteria are displayed.
  5. You can select records and assign suitable followup activities or run macros on them.

To further drill down the search, you could also mention the potential amount. So if you get a list of records for deals worth more than 50000 USD that are closing this month, but for which there are overdue activities, then this is something you need to pay close attention to.

Besides overdue tasks, you can also filter the following information about deals:

  • Deals closing this month but no activity, notes or emails associated to them. Which means they are left idle.
  • Deals from tradeshow that have been lost, which you may want to reopen and perhaps make a second follow up.

Advanced filters thus make it easy for sales managers and sales reps to hunt down such cases and act on them instantly.

Filter contacts based on their Deal stages easily

Consider this scenario. You are looking to send emails and other relevant documents only to those contacts who are in the value proposition stage. Manually searching for each contact who is in that particular stage is time consuming. Through advanced filters in the Contacts module, zero down on those contacts easily.

  1. Go to the Contacts module.
  2. Under Filter Contacts By, select Deal Stage > Value Proposition.
  3. Click Apply Filter.

Contacts matching this criteria will be displayed. You can select all these contacts and send a mass email, update records or perform any other bulk action as required.

Act instantly on the insights discovered

Advanced filters not only enable you to discover quick insights but also follow up on the results obtained. For example, you have discovered potential leads that have gone unnoticed. You have filtered out deals that need your attention. But what next?

The moment you filter out records, advanced filters let you can act on them instantly. There are quick actions that can be taken on the records such as Macros, Mass update, Assign owner and so on. From the very same results page, you can follow up on the records instantly.

  1. Go to the desired module.
  2. Select the required module list view.
  3. Under Filter [Records] By, select the desired combinations.
    You can select any number of search combinations as required.
    Click More to see more search criteria.
  4. Click Apply Filter.
    The records that meet the criteria are displayed.
  5. You can select records and assign suitable followup activities or run macros on them.

Filter records using Visitor Tracking information

The purpose of having a website is complete only when you are able to keep a track of who visits it, make inferences about how people use it, when exactly they visit it etc. This information will help you serve your web visitors better and convert those visits to customers.

That said, advanced filters in CRM can help you make such inferences about leads and contacts who visit your website with the help of visitor tracking parameters. You will be able to filter out leads and contacts based on fields such as Average Time Spent on the site, chats missed, browser used to visit the site and so on. Following are a few scenarios in which visitor tracking information could help you make some important inferences.

Follow up with important contacts through missed chats

Let's say you have a list of contacts who are at a particular stage of conversion. For instance, you have contacts with whom you're closing deals this month. You can drill down more specifically by selecting a potential amount for these deals. Some of these contacts may have messaged you on chat, but you might well have missed those messages. Through advanced filters, you can instantly filter out these contacts. Here's how:

  1. Go to the Contacts module.
  2. Under Filter Contacts By, select these combinations.
    • Select Deal Amount > >= 50,000
    • Select Deal Stage > Proposal / Price Quote
  3. Go to the Visitor Tracking section and select Chats > Missed > In the last 1 week
  4. Click Apply Filter.

You can select any number of search combinations like this, based on your specific needs.

Track leads based on the average time spent on your website

Tracking your leads based on the average time they've spent on your website is also an effective way of converting them to deals. When your leads are spending more time on the site, you know that they're interested.Take these steps to track them:

  1. Go to the Leads module.
  2. Go to the Visitor Tracking section.
  3. Click Average Time Spent (Minutes).
  4. Select >= 1 minute from the picklist.
  5. Click Apply Filter.

Tracking leads based on email address of attender

You have filtered out contacts based on their stages in the sales pipeline. Sales managers can track the progress that their sales reps have made by entering the email address of the sales rep who has attended to specific leads. Let's say, for instance that you're searching for leads associated with Charles Stone, your sales rep. Here's what you'll do:

    1. Go to the Visitor Tracking section.
    2. Click Attended By.
    3. Type the email address of the sales rep. (eg. charles.stone@zylker.com)
    4. Click Apply Filter.

Now, all leads that Charles Stone has attended to will be displayed.

Browser compatibility

When you filter leads based on what browser your leads have used, it becomes easier to enhance the design of that website for that browser. Say, for instance, you are looking for leads who have used Google Chrome to access your website. If a large number of leads are found through the filter, you can improve the browser compatibility.

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