Overview
The Smart CRM's filtering system enables you to create lists of contacts for any purpose. If you're prospecting your sphere of influence, or if you are an Administrator looking to sort out leads belonging to Teams or Agents, the filtering system will help you do so efficiently.
Please Note: No matter the number of leads within your Smart CRM only 10,000 will automatically pre-load. This is a result of a new loading structure that's been added to the platform on the back end, which will improve loading speeds in the Smart CRM. You will still have access to the total number of leads in your CRM. You may still filter or search in your CRM to your liking to be able to find any lead in your CRM.
Saving Filters
Smart CRM filters can be saved so that you don't need to re-create a filter each time you want to see a particular list of contacts.
To create the filter, first open your Smart CRM and click on the black arrow directly between Playbooks and Smart CRM to expand filter options.
Then set the criteria you'd like for your saved filter.
Your Smart CRM will automatically filter by the selected criteria.
To save your criteria, select 'Save Filters' from the top of your Smart CRM.
A pop-up modal will appear where you can give the filter a name. Then click 'Save New Filter' on the bottom left. You may also pin the filter as a Quick Link to be accessed quickly at the top of your Smart CRM Filters.
In the future when you access the Smart CRM and want to re-apply the saved filter, it's easy to select the saved filter from the list.
Filtering Options
There are a huge number of options available with which you can create filters. Because of the amount of information available to filter by, it's possible to create a filter that doesn't work.
AND vs. OR
Some of these filters use 'AND' logic and some use 'OR' logic. What this means is that certain combinations of search terms will never return any results. If you are searching for a group of contacts, and you are certain there should be results, chances are you are searching for a combination of options that is not possible.
The best way to approach your strategy for list-making is to follow a few logical rules:
Fields where you can select more than one value, such as assigned Agent are generally 'OR' options.
Filtering property criteria is where you may run into the most trouble. Try to avoid being too detailed with selections like 'beds' and 'baths' because it will look for an exact value, as opposed to treating it as 'X or more.'
If you find that your criteria are not returning any results, and you definitely think they should try starting over with one option at a time.
Select or specify criteria, then apply the filter.
If you still see results, open filters again and select the next criteria, then apply.
Keep doing this until you find the filter that is causing the problem, as it may be incompatible with another selected filter.
If you run into a technical issue with the filter that causes it to display the loading icon and never shows results, you can hit the refresh button on your browser to cancel and reset the page.
Status Filter
Contacts can be filtered by status by clicking on the corresponding Status option. De-selected statuses will remain grey in color, while selected statuses will change color accordingly.
Assigned Users Filters
Assigned Users is primarily where, as an Admin, you would filter out contacts for the different agents you manage. For Agents, you would use the Assigned Users filters to find your contacts assigned to a particular Lender, or to separate out the contacts owned by you, vs. owned by your Office, Company, or Team.
Shared by Me toggle: This will show leads assigned to you, but shared with others.
Shared With: Use this section to filter by Agents with leads shared to them within your Smart CRM.
To learn more about contact ownership, click here.
Contact Details Filters
Lead Type - Buyer, Seller, Renter, Vendor, Agent
You can select one or more types for your filter. The contact type logic is 'OR', meaning if you check both 'Buyer' and 'Seller' the filter will pull both Buyers and Sellers, regardless if they are both a Buyer and a Seller.
These are the same types that can be specified on the contact details page.
Rating
Within the Contact Details menu, elect a specific rating for your filter. Contacts can be labeled with a rating from one to five stars.
This is the rating that can be clicked to select on the contact details page on the left side.
Hashtags
Type into the hashtag field to search for a hashtag to filter by. You can search for and select more than one hashtag.
In the Smart CRM list, hashtags for each lead are listed underneath the Hashtags column.
Hashtag Is Not
You can filter your Smart CRM by excluding hashtags. Such as Hashtag Is Not #creditrepair. This gives you the opportunity to search for a specific hashtag while excluding another - letting you get even more specific in your filtering!
Please Note: The Hashtag Is Not field will exclude any contacts that have the selected hashtag even if the contact also has a hashtag that is added to the hashtag field.
No Hashtags
Within the Contact Details section, you can filter your contacts by those who do not have hashtags assigned. Toggle this setting 'on' to enable the No Hashtags filter. When selected, only contacts without a hashtag will show in the filtered list of contacts.
Contact Source/System Source
Under Contact Details, for selecting contact source and/or system source simply choose the sources you want. You can select more than one contact source or system source. However, if you select lead sources and system sources that return no combinations, then you will get no results. The filter logic, in this case, works as: match all [Lead Sources] AND [System Sources.]
Sources are dynamically generated in BoldTrail whenever new leads/contacts are created or added. It's possible that the filter you want to create may not exist until after you have certain kinds of leads signing up or being added for the first time to BoldTrail.
Contact Toggles
Has Phone - Toggle on to only show contacts with a phone number.
No Phone - Toggle on to only show contacts with no phone number.
Subscribed: Call - Toggle on to only show contacts who are subscribed to calls.
Unsubscribed: Call - Toggle on to only show contacts who are unsubscribed to calls.
Has Email - Toggle on to only show contacts with a valid email.
No Email - Toggle on to show only contacts with no email address.
Subscribed to SMS - Toggle on to only show contacts who are subscribed to texts.
SMS Subscribed, Pending Consent - Toggle on to only show contacts that have been bulk imported, but have not opted in for SMS.
Unsubscribed to SMS - Toggle on to only show contacts who are unsubscribed to texts.
Subscribed to Emails - Toggle on to only show contacts who are subscribed to emails.
Unsubscribed to Emails - Toggle on to only show contacts who are unsubscribed to emails.
Has Birthday - Toggle on to only show contacts with a birth date in their profile.
No Birthday - Toggle on to only show contacts without a birth date in their profile.
Has Primary Address - Toggle on to only show contacts with a primary address.
Has No Primary Address - Toggle on to only show contacts without a primary address.
Has Valuation Address - Toggle on to only show contacts with a valuation address.
Has No Valuation Address - Toggle on to only show contacts without a valuation address.
Created Timeframe
Select a timeframe to filter out only those leads who signed up/were added to BoldTrail within.
Behavior Filters
Automation Toggles
Has Alerts - Toggle on to show only contacts who are set up on search alerts .
No Alerts - Toggle on to show only contacts who are not set up on search alerts.
Has Market Reports - Toggle on to show only contacts who are subscribed to market reports.
Has No Market Reports - Toggle on to show only contacts who are not subscribed to market reports.
Does Not Have a Running Campaign - Toggle on to show only contacts who do not have a Smart Campaign assigned.
Contacts with Campaign Dropdown
Filter by contacts with a specific campaign by choosing the campaign from the dropdown. If you choose more than one campaign from the dropdown you can indicate whether you'd like to filer by AND/OR.
Please note that if the Smart Campaign you would like to search for is NOT active within the Marketing -> Smart Campaigns page, the Smart Campaign will not populate within the dropdown, even if that Campaign is still attached to leads within the Smart CRM. The Campaign must be active to show in the filter dropdown.
Valuation Report Status
Choose to filter contacts who are opted-out OR opted-in to a valuation report (typically for sellers.) If you would select both, then select neither instead.
Has Responded Via
These selections are all OR. So choose any combination of them to show all contacts who have replied. Ideally, you would use this filter to only show you contacts who are likely to reply to a message.
In the Smart CRM you can see at a glance the totals of responses for each type in the activity column:
Phone icon - Phone
Envelope icon - Email
Messenger icon - Text
Coming Soon: Each icon will be highlighted a specific color depending on the lead's contact status.
Green - Two-way communication (i.e. you have contacted the lead and the lead has responded)
Black - One-way communication (i.e. you have contacted the lead but they have not responded)
Red - No communication attempted
Hovering over each of these icons will display additional information.
Other
Click the check box, and then select a timeframe.
Saved Property - Choose a timeframe to show only contacts who have saved/favorited a property on your BoldTrail website within that timeframe.
Saved properties also show in your activity stream.
Last Active - Choose a timeframe to show only contacts who have generated any activity within that timeframe.
Next Call - Choose a timeframe to show only contacts who have a call scheduled within that timeframe.
Note that an upcoming call could also be scheduled by a smart campaign.
Asked a Question - Choose a timeframe to show only contacts who have asked a question within that timeframe.
Request Showing - Choose a timeframe to show only contacts who have asked a question within that timeframe.
Last Time I Called - Choose a timeframe to show only contacts who you have called from the desktop dialer or from the mobile dialer within that timeframe.
Last Email To Contact - Choose a timeframe to show only contacts who you have emailed within that timeframe.
Last Time I Texted - Choose a timeframe to show only contacts who you have texted within that timeframe.
Have Been Called - Contacts who have been called within that timeframe
Have Not Been Called - Contacts who have been not called within that timeframe
Have Been Called Successfully - Contacts who have been called successfully within that timeframe
Have Been Called Unsuccessfully - Contacts who have been called unsuccessfully within that timeframe
Have Been Texted - Contacts who have been texted within that timeframe
Have Been Texted With Response - Contacts who have been texted with 2-way communication within that timeframe
Have Not Been Texted - Contacts who have not been texted within that timeframe
Viewed Listing - Contacts who have viewed a listing on your BoldTrail website within that timeframe
Multiple Listings Views - Contacts who have viewed multiple listings on your BoldTrail website within that timeframe
Has Active Search Alert - Contacts who have an active Search Alert within that timeframe
Past Due Tasks - Contacts who have a Past Due Task within that timeframe
Performed Valuation - Contacts who have performed a valuation on your BoldTrail website within that timeframe
Have Been Emailed - Contacts who have been emailed within that timeframe
Have Not Been Emailed - Contacts who have not been emailed within that timeframe
Have Been Emailed With Response - Contacts who have been emailed with 2-way communication within that timeframe
Contact Awaiting Email Response - Contacts who have emailed you and are awaiting response within that timeframe
Contact Awaiting Text Response - Contacts who have texted you and are awaiting response within that timeframe
Lead Called (No Answer) - Contacts who have called you and are awaiting response within that timeframe
Property Interest Filters
These filters are simple property criteria filters.
This property interest criterion pulls from the "Home Preferences" section of the contact profile. You can edit this information at any time!
Managing Filters
Filters that you have saved are managed by selecting 'Manage' at the top of the filters panel.
Clicking the settings button brings up a simple interface to manage the filters you've saved.
Filter Name - Click into the field to change the name of the filter.
Quick link on CRM - Check the box to pin a button to the top of your Smart CRM for quick access.
Delete - Click the delete icon to remove the filter permanently.
After making changes, be sure to click the 'Save' button at the bottom.
Filter Limitations
When opening CRM filters, the URL in your browser's address bar will change depending on the criteria you've added.
For example, the criteria selected below will have the following URL:
https://app.boldtrail.com/contacts?status%5B%5D=New%20Lead&status%5B%5D=Prospect&status%5B%5D=Active%20Lead&has_search_alerts=true&has_listing_valuation=true&has_no_running_campaign=true
When the amount of filter criteria exceeds 3,750 characters, you will see an error at the bottom left corner of your screen indicating Max contact filters applied.
Have more questions? Please reach out to Customer Support via the blue chat bubble to the right or by emailing support@insiderealestate.com!
(Keywords: filter, smart CRM, CRM, filters)