With the Filters feature, you can create various filters to organize the contacts in your account. Whether you want your contacts split by the sales rep assigned, a tag, their score, or date range; the Filters feature makes it easy to quickly arrange your contact lists.
To access the Filters function, you simply need to navigate to the Contacts screen by using the Main Menu (under Sales) or by clicking on the Prospects or Leads tables from your account dashboard.
Depending on the place you clicked to access the Contact page, you'll notice there is a difference in the leads listed. (Take a moment to try accessing all three ways).
- If you clicked on the Main Menu, all your contacts will be displayed with no filter activated.
- If you clicked on the Prospects table, then your contacts will automatically be placed into a filter called "Prospects Recent Activity" that only shows you your contacts that are tagged as "Prospect."
- If you clicked on the Leads table, then your contacts will automatically be placed into a filter called "Leads Recent Activity" that only shows you your contacts that are tagged as "Lead."
Creating A Filter
From the Contact page, you can click the blue drop-down menu on the top right-hand side of the screen. In the drop-down list that appears, you will see the option "Create new filter."
When you click "Create new filter" a pop-up window will appear with the various options you can choose for your filter.
The top field is for you to enter a name for your filter. Choose a detailed name that will be easily identifiable for when you need to use it again.
Next to the title field is a drop-down button that lets you decide whether your filter is Private or Shared. Shared filters will be visible to everyone at your company, Private filters will only be visible in your account.
Once you've named your filter and chosen its privacy settings you can start selecting the list parameters.
- Sales Rep: This parameter lets you limit which contacts you see by the Sales Representative that they're assigned to. You can choose as many different representatives as you like or leave it blank to see contacts owned by anyone. You can also choose to view all unassigned contacts using this parameter.
- Tag: This parameter lets you limit which contacts you see based on their tag. Select as many different tags as you like or leave it blank to see contacts with any tag.
- Score: This parameter lets you organize your contacts based on their score. You can choose High, Medium or Low or leave it blank so see contacts regardless of their score. You can adjust scoring settings on the "Scoring Settings" page under "Lead Mgmt" on the main menu.
Remember: the score indicates how active they've been on your website and advertising, which in turn shows their level of interest.
- Date Range: This parameter lets you limit the contacts you see based on when their last interaction with you happened.
- Show Hidden: When reviewing contacts, you have the option to hide ones you no longer wish to see. If you would like to also see any contacts that you've previously hidden from view, select this checkbox.
- Show Email Opens: If you select this checkbox, you will also be shown contacts that have opened your emails but not visited your website or advertising. This means that if you've been sending a lot of emails, your contact list may quickly be filled by contacts that have only opened emails and not engaged in any other way.
Once you've made all your selections, you can hit the Save button. This will save your filter for future use so you can quickly navigate to this contact view.
Editing A Filter That You Created
If you want to make changes to your saved filter, simply click on the blue filter drop-down and then click the pencil icon next to the list you wish to edit.
Remember: you can only edit a filter that you have created.
From there, the pop-up window with all your parameter choices will appear. You can change any of them and then save your updated filter.
When editing a pre-existing filter, you will also have the option to "Save As New." This means a separate filter will be saved without overwriting the previous one.
Please note: you can only edit or change a filter that YOU created. If someone else created the filter, you will not be able to change it or delete it. If you need to edit or delete a filter that someone else has created, you can email our support team and we can help you out!