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Creating Advanced Searches in the Contact Manager

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Nik Schultz
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You can create an advanced search to identify leads based on specific profile attributes. Additionally, you can search on information in both system fields and custom fields. When creating advanced searches, you can create a new search, use a saved or recent advanced search, or set a saved search as the default within the Contact Manager. This article details information on the various methods available in creating an advanced search.


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Creating New Advanced Searches

To create a new advanced search, do the following:

  1. In SharpSpring's top toolbar, click
    Contacts > Contact Manager.
  2. Click Advanced Search.
  3. Select applicable search filters in Contact or Campaign. 
  4. Enter any necessary options for the filters.
  5. Optionally, to be able to reuse the search filters you have selected, click Save.
  6. Optionally, to clear all search filters, click Clear All.
  7. Click Search.

 

    

Click to enlarge.
Note: When creating a new search, saving the search will cause a pop-up window to appear that will allow you to set the search as available for others in your company to use, or set it as the default search.


Searching Fields

To search for system or custom fields, do the following:

  1. In SharpSpring's top toolbar, click
    Contacts > Contact Manager.
  2. Click Advanced Search.
  3. In the Contact menu, click + Add Fields.
  4. Select the desired system or custom field.
  5. In added field menu that appears above + Add Fields, enter any necessary options for the fields.
  6. Optionally, to remove a selected field, click
    trash.png  Delete.
  7. Optionally, to be able to reuse the search filters you have selected, click Save.
  8. Optionally, to clear all search filters, click Clear All.
  9. Click Search.
   Click to enlarge.

When creating a new field search, certain fields and custom fields are either available or unavailable for use. The following fields are either available or unavailable for advanced searches:

Availability  

Fields

Available
Custom Fields

  
  • Text Input
  • Bit
  • Boolean
  • DateTime
  • Drop-Down (including Country and State)
  • Radio

Unavailable
Fields

  
  • AttachmentURL
  • DatePicker
  • FileUpload
  • Hidden
  • PhoneNumber
  • TextArea

 


Advanced Searches For Sales

Success in sales requires persistence, creativity, attention to detail, and the ability to help customers envision the problems they will solve. In that, time is money, and managing data is key. SharpSpring allows you to use the Advanced Search feature to quickly segment leads based on user-defined criteria, reducing the time needed to organize leads in an actionable manner. Sales teams can use the Advanced Search feature to do many things to speed up the sales process, including:

  • Using the Set as Default Search feature, which sets the default view for the Contact Manager to be respective of the filters applied in the saved search.

  • Using Created Date to see leads created before, after, or within a specified timeframe.

  • Using Lead Owner to see a listing of created leads, and which salesperson they are attributed to.

  • Using Custom Fields to create simple segments based on data unique to your company.


Advanced Searches For Marketing

Marketing teams can use the Advanced Search feature to keep track of the finer details in marketing campaigns, including:

  • Using Last Updated Date to see leads updated before, after, or within a specified timeframe.

  • Using Bulk Edit to create a list of updated leads, or quickly send a re-engagement email.

  • Using Campaigns and Campaign Membership Date to see leads who have been attributed to a campaign or campaigns over a period of time.

  • Using Campaigns and Include unassigned contacts to see leads who do not have a campaign.


Advanced Search and the Contact Manager

Advanced searches help to paint a clearer picture on lead status. After using an advanced search to find information on leads, you can also view all leads that have been recently active. These leads will be displayed in the left side of the Contact Manager. A lead is considered active when one of the following occurs:

Using the Contact Manager alongside advanced search results can better refine your approach to engagement.


Using Saved or Recent Advanced Searches

To use a saved or recent advanced search for another advanced search, do the following:

  1. In SharpSpring's top toolbar, click
    Contacts > Contact Manager.
  2. Click Advanced Search.
  3. Select either Saved Searches or Recent Searches.
  4. Select the desired search. 
  5. Optionally, to be able to reuse the search filters you have selected, click Save.
  6. Optionally, to clear all search filters, click Clear All.
  7. Click Search.

When creating a new search, saving the search will cause a pop-up window to appear that will allow you to set the search as available for others in your company to use, or set it as the default search.

  

Click to enlarge.
Note: Your three most recent searches will autosave under Recent Searches.


Setting and Removing Saved Searches

To set or remove a saved search as a default search, do the following:

  1. In SharpSpring's top toolbar, click
    Contacts > Contact Manager.
  2. Click Advanced Search > Saved Searches.
  3. Hover over the desired saved search.
  4. Click  eye.png  Set as Default View to set the search as default.
  5. Optionally, click  eye.png  Set as Default View again to remove the default status.
  6. Click  trash.png  Delete to delete a saved search.
  

Click to enlarge.
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