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.

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 access the filter, click on the filtering button on the upper left.

For the purposes of this example, we will set a very basic filter to show us our 'Sphere' contacts.

Now, every time I want to see only my sphere, I don't want to click sphere, then click 'Apply' at the bottom. So, instead of clicking 'Apply,' click 'Save.'

This pops up a modal where we can give our filter a name, and another save button to save it.

After saving this new filter, our Smart CRM list view will update, showing us our newly applied saved filter.

Now, in the future when I access my Smart CRM, or if I clear out my current filter and want to re-apply it, it's easy to select my saved filter from the list at the top.

Managing & Pinning Filters

Filters that you have saved are managed via the settings icon 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 - Toggle the switch 'On' (blue) to pin a button to the top of your Smart CRM for quick access (see below.)
  • Delete - Click the delete icon to remove the filter permanently.

After making changes, be sure to click the 'save' button at the bottom.

Pinning Filters

With a pin toggled 'on'...

It creates a shortcut at the top of your Smart CRM, so you can apply the saved filter without opening the filter panel.

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. So, 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 or hashtags are generally 'OR' options.
  • Options that have separate check boxes for 'yes' and 'no' should have either 'yes' or 'no' selected, or not selected at all. Selecting neither of them is saying that either is okay to display.
  • 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 is not returning any results, and you definitely think it should, try starting over with one option at a time. Select or specify a criteria, then click apply. If you still see results, open filters again and select the next criteria, then click 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 using toggle switches in the first section. You can filter by any combination of status.

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.

The topic of lead owned vs. assigned is covered in depth here.

Lead Details Filters

Lead Type - Buyer, Seller, Renter, Vendor, AgentYou can select one or more types for your filter. Contacts (leads) can be more than one type at a time.

(These are the same types that can be specified on the contact details page.)

Rating - one, two, three, four, five.Select 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.)

Hashtag - [Type To Select]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 are listed underneath the name of each contact.

 Lead Source/System Source - [Drop Down Menus]

For selecting lead source and/or system source simply choose the sources you want. You can select more than one lead 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 kvCORE 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 kvCORE. 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.
  • Has Email - Toggle on to only show contacts with a valid email. (Address-only leads and phone/text leads don't have valid emails usually.)
  • Subscribed - Toggle on to only show contacts who are subscribed.
  • Unsubscribed - Toggle on to only show contacts who are unsubscribed.
  • 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.

Created Timeframe

Select a timeframe to filter out only those leads who signed up/were added to kvCORE within.

Behavior Filters

Automation Toggles

  • Has Alerts - Toggle on to show only contacts who are setup on search alerts .
  • No Alerts - Toggle on to show only contacts who are not setup 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.

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:

Green - Phone
Blue - Email
Red - Text
Saved A PropertyChoose a timeframe to show only contacts who have saved/favorited a property on your kvCORE website within that timeframe.

On a kvCORE website, properties can be favorited:

The act of saving a property also shows 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(ed) 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 Time I Emailed

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.
 

Property Interest Filters

These filters are simple property criteria filters.

They can apply to search alert criteria, or they can apply to properties that have been viewed by the contacts. To differentiate or separate out those contacts, use the "Has Alerts" or "No Alerts" filters within the 'Behavior Filters' section.

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