Advanced Search Capabilities in Small Business CRM
There are several ways to search your Contact Manager.
Standard Search
A simple, single, search box allows you to just type in the name of the contact or company that you are looking for. As you type, a list of matching contacts is displayed below the search box. You can click on the name of the contact to "open" that contact. Clicking on the "person" icon next to the name of the contact will "open" that contact in a new browser tab or browser window. You will also see a list of contacts whose names "sound like" the name you typed in. If you type in Smith, you will also see contacts that are named Smyth. You can search for last, last comma first, or first space last. You can also search for a company name and contacts that match will be shown.
In the search box next to "Search names" you will see another search mode called "Search status/history". Selecting this function will allow you to type in keywords and search your entire database to locate contact records that contain this keyword anywhere within its history. Whether it be a note, call, meeting, attachment, email: if it's in the record, the system will find it!
Sometimes a simple search is not enough. Or, you are looking for a group of contacts that match a specific criteria. Advanced Search allows you to search on multiple data fields. A report is returned with all of the contacts that match. For example, you could search for contacts that have a specific City, Contact Type and Lead Source. You can select what fields you want returned in the search result. You have the option of viewing the Advanced Search results in the browser window, or downloading them as an Excel spreadsheet. You can also search on your custom data fields.
The Contact Browser allows you to search for a contact similar to how the iTunes browser works. You can select which data fields you want to browse. The fields are First Name, Last Name, Company, Contact Type, ABCD, State, Assigned To, and Tags. You can select any number of fields to browse on. Then select one or more values for each field. Click on a field to add it, click on it again to remove it. As you select fields and values, matching contacts are listed below. Clicking on a contact "opens" that contact.
The Tag Browser is identical to the Contact Browser, except that it pre-selects Tags as the field to search on.
Feature Video:Tag Browser
Contact Table
The Contact Table allows you to view, edit, merge, delete, and even assign tasks to multiple contacts at once.
After loading the Contact Table, you will be able to select how many contacts you wish to display, and can filter them based on contact type, and team member assigned. Additionally, you can refine your search with matches on first and last name, as well as company.
If you wish to modify a field that is not present in the table, expand the "Select Data to Display" section at the bottom of the page. This will allow you to select the specific fields you would like to modify.
To make a mass change to multiple contacts, use the green "Replace" input box. Simply type in your new text, check off the appropriate contacts, and select 'Replace'. When this function is used, the value will be set for all contacts that are currently checked, so make sure to choose carefully.
A Contact Cloud is a page with all of your contacts last names listed. These contact names will vary in size and color. The more activity you have for a contact, the larger the size and brighter the color of that contact. Activity includes tasks assigned, meetings held, notes written, etc. The contacts that you have done more things for will stand out and be easy to find.
Open the
Contact Cloud
by clicking on the link in the upper right corner of the page that says
"Cloud View"
. If you click on a contact's last name, their
Business Card
will appear on the page just below the contact name in the cloud. You can then view the information directly on the cloud. If you want to
