Filter – the Search tool

ASPEC’s search tool is easy, fast and re-usable.  You can search many relevant records to drill down your data.  You can search on Standard and Custom Fields.

For example, you are in the IBO listview and need to search for IBOs that have Contacts in New York City, Account Type is Distributor, Account Size is 500+ and the IBO Product is Widget 1.

To perform this search, you would select 3 types of criteria:

  1. Contact criterium: City is “New York City”
  2. Account criteria:  Custom Field “Account Type” is “Distributor” and Custom Field “Account Size” Is Larger Than 500
  3. Product criterium: Product Group is “Widget 1”

For future re-use, you can save your criteria in Presets.

The right corner of the action bar of each listview in ASPEC has a Filter filter5  button  and a Quick Filter (Presets) filter4 button.

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Fig 1: Presets and Filter button in a listview

The Filter has different option depending on a listview, as displayed below.  The available criteria reflect ASPEC data model.  Each record type ( Account, Role, Product etc) has its own search widget in the filter.  You can click on the widget activation button search11  to make it active (red) or inactive (grey). If the widget is active, then click the triangle image next to the record type  filter30  to view the search fields.

The record types available for search conditions are displayed below.

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 Fig 2: Record types available for search in various listviews
ASPEC Admininstrators can modify the sequence of search widgets appearing in Filters in  each view.  More on this setup here.

Search fields available in Search sections are as follows:

Roles/Users

User selector and Role selector will be available on all listviews. The selection will be persistent, i.e. switching from one view to another will filter on the values selected in the User or Role selector

Fig 3: Roles and User filters

Products

When working in IBOs or Lead views, the Product filter will serve as a persistent filter as well. Switching between IBOs and Lead views will automatically filter on the selected Product(s), Users or Roles.

Fig 4: Product filter

These Criteria include standard and custom fields in Accounts, Contacts, IBOs, Leads, Interactions and other record types, depending on the edition of ASPEC.

All search criteria will be ANDED.

Comparison method within a search criterium will depend on the field type. Search in Text will type will support partial match and be not case- sensitive.

Search on Lookup fields will support match “in” and “not in”. “In” means that the field in the record contains all of the values selected in the criterium.  “Not in” mans that the field in the record cannot have any of the values selected in the criterium.

Searching on numeric fields will support the following comparisons: Is, Greater Than, Less Than.  Please note that this condition allows to search on a number range.

Search on Date fields will support the following comparisons: On, After, Before, Is Today, In the Last <x> Days etc. Please note that this condition allows to search on a number range

Most people do not want repeating the task of setting up the search criteria. For example, if each morning you want to take a look at Leads received yesterday, you would expect to automate this task.

You can set your search criteria once and save it under Presets. When you crteria are selected in the Filter, click the Quick Filter button, enter the name of the Preset and click Save.

Fig 5: Saving a Preset

Next time you need the same criteria, click the Quick Filter button, click on the link having the name of your Preset.

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Fig 6: Running saved criteria

The search query will depend on the current listview.

Accounts listview

In Accounts listview the search scope will depend on the checkbox for including Sub-Accounts

Fig 5: Checkbox for including Sub-Accounts

If the checkbox is enabled, the search will be performed in all Account Levels. In the checkbox is empty, only the top Accounts will be searched.

Other listviews

In other views searching for Sub-Accounts will include Accounts that are directly above the Object type shown in the active listview.

Note: It is not possible to have Contacts, Leads, IBOs, and Interactions under Accounts that are not at the lowest level, so the search will return matching Sub-Accounts at the lowest levels in the Account structures or the main Accounts if they have no Sub-Accounts.

Example:

There are 2 matches where State = ON in the following Account structure:

Fig 6: Tim Horton’s Account structure

Searching for State = ON yields the following returns:

  1. In Accounts listview

    If Show Sub-Accounts is deselected, the search will return Tim Horton’s Corporate Office.

    If Show Sub-Accounts is selected, the search will return Tim Horton’s Corporate Office and Tim Horton’s Ontario.

  2. In other views

    The search will return Tim Horton’s Ontario.

Example 1 – Accounts

Find all accounts under the company ‘Samsung’ that are located in the Germany.
Steps for perform:

  1. In the Account listview bring out the Filter
  2. Expand the Accounts criteria selector inside the Filter.
  3. Add a search criterium for the Account Name as ‘Samsung’
  4. Click add New Condition
  5. Select a new field criterium for Country is ‘Germany’
  6. Click Apply at the bottom of the global search menu

Example 2 – Contacts

Find a contact with the first name Kevin that works for Samsung’s Account that is located in Germany.

Steps to perform:

  • In the Contact listview bring out the Filter
  • Expand the Accounts and Contacts criteria.
  • Add a search criterium for the Account Name contains ‘Samsung’
  • Click add New Condition
  • Select a new field criteria for Country is ‘Germany’
  • Within the Contacts filter select First Name Contains ‘Kevin’
  • Click Apply at the bottom of the Filter

Example 3 – Opportunities

Search for an Open Opportunities that contains the description ‘Potential Client’. The product attached to the Opportunity is ‘Smartphone’ and the last name of the contact on file is ‘Burr’.

Steps to perform:

  1. In any of the IBO listviews bring out the Filter
  2. Expand the Product filter inside the Filter and select ‘Smartphone’ from the list
  3. Under the Contacts filter select Last Name is ‘Burr’
  4. In the IBOs criteria select Status is ‘Open’, Description contains ‘Potential’
  5. Click Apply at the bottom of the Filter

Note: In IBOs Priority views the filter on Priority is automatically applied. Therefore Priority criterion will be disabled in Priority IBO views.

Example 4 – Leads

Find a Lead  received before October 2016 in the ‘Interested’ Stage with an Urgent priority for a contact with the first name ‘Nick’ that is associated with the Account Kobo Inc.

Steps to perform:

  1. In the Lead listview bring out the Filter
  2. Expand the Accounts and Contacts criteria
  3. Add a search criterium for the Account Name is ‘Kobo Inc’.
  4. Click add New Condition
  5. Within the Contacts filter select First Name Contains ‘Nick’
  6. Under the Leads filter selected Date Received as Before October 1st, 2016. Select Stage is ‘4. Interested’ and Priority is ‘Urgent’
  7. Click Apply at the bottom of the Filter