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.
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, click on the filtering button on the upper left.
Then set the criteria you'd like for your saved filter.
Select 'Save Filters' from the bottom.
A pop-up modal will appear where you can give the filter a name. Then click 'Save New Filter' on the bottom left.
After saving the new filter, your Smart CRM list view will update, showing you the newly applied saved filter.
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.
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 or hashtags 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.
Contacts can be filtered by status using checkboxes 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.
Contact Details Filters
Lead Type - Buyer, Seller, Renter, Vendor, Agent
You can select one or more types for your filter. Contacts 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 on the left side.
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.
Contact Source/System Source - [Drop Down Menus]
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 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.
Has Phone - Toggle on to only show contacts with a phone number.
No Phone - Toggle on to only show contacts with no phone number.
No Email - Toggle on to show only contacts with no email address.
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.
Has Address - Toggle on to only show contacts with an address in their profile.
Select a timeframe to filter out only those leads who signed up/were added to kvCORE within.
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.
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
Click the check beck and then select a timeframe.
Saved Property - Choose a timeframe to show only contacts who have saved/favorited a property on your kvCORE 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 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.
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 & 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 - 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.
With a pin saved as a quick link...
It creates a shortcut at the top of your Smart CRM, so you can apply the saved filter without opening the filter panel.
Have more questions? Please reach out to Customer Support via the blue chat bubble to the right or by emailing email@example.com!