Searching Leads

(Leads > Search Leads) lets users search for lists of leads, Leads can then be accessed, printed, exported, or actions performed in bulk. It's also possible to save the search to use again.


Add the following filters to your search.


Date Range:  

To change the date, use the drop down box to select from a set of predefined dates (All time,Today,Yesterday, This week, Last week, Last 7 days, Last 30 days, This month, Last month, Last 3 months, Last 6 months, This year, Last Year, All Time.), or select 'custom date range' to enter a date.

By default, the date range relates to the date/time that the lead was received. Clicking the 'Options' button and then selecting the option 'Search using referral date' changes this to the date/time that the lead was referred to a referral partner.  If this option is selected, only leads that have been referred will appear.  Leads in the partner portal are always ordered by the date/time referred.

Keyword Searches:  

Search using a keyword using the search box at the top left corner. As long as the user has permission to view leads,the keyword allows you to search for a lead using (Lead ID, First or Last Name, Company, Telephone Number(s), Address Line 1, Post Code. It also uses a wild card search meaning that you can search partials (except for the telephone numbers and Lead ID) 

Words of less than 2 characters are ignored, as are none alphanumeric characters, except for the @ sign which is of course part of email addresses, and the apostrophe ( ' ), which is sometimes used in names.

Partial matches are returned, but only as long as the first part of the word is provided.  For example, a search on smi will match smith and smithson but won't match jasmine.  The search engine automatically recognises searches for full phone numbers, emails and postcodes, and tries to return results for exact matches rather than partial matches.

2 character words or a 
set of digits will not provide partial matches. i.e a search on jo will return a match on the name jo but not joseph.  Searches on the digits 01 will match an address containing those exact digits, such as 01 High Street, but will not partial match a phone umber - When searching for phone numbers, it's best to enter the full phone number including area code.

Wild Card Search Examples

Name (First & Last) - Leading and Ending - if you search Smith, it will return all leads that have Smith in the first or last name fields. 

Company - Leading and Ending - Leading and Ending - if you search Insurance, it will return all leads that have Insurance in the company name, such as Car Insurance, Insurance Quotes and My Insurance Company.  

Post Code - Ending - If you search BB12, it will return all the leads with a post code that start with BB12 but if you searched B12, then you would only receive results starting B12 and post codes starting BB12 would not be included. 

Group & Type:  

The Group & Type filter allows you to search leads within a Lead Group but also the Lead Type within that group, if needed.  

Status: 

The Status filter allows you to search leads that are within a specific status. You can also search for leads at a certain progress points: All New, All Validated, All Invalidated, All Contacted, All Qualified, All Converted and All Closed. 
 
All Open - includes statuses you have set to the conversion points: New, Validated, Contacted, Qualified and Converted. (any not closed or invalid)
All Closed - includes any statuses you have set to the conversion point 'Closed'
All Invalidated - includes any statuses you have set to the conversion point 'Invalidated' 
All Open/Closed - includes any statuses you have set to the conversion point 'Open' and 'Closed' (everything except invalidated)   
Closed/Invalidated -  includes any statuses you have set to the conversion point 'Closed' and 'Invalidated' 

Note: Custom statuses that are set for the different lead groups can only be selected once the lead group has been selected.  
To view your statuses go to Settings> Lead Groups> Statuses. You can also see your conversion points on screen.

Assigned User: 

You can search for leads that are un-assigned, are assigned to a user group or to a particular user using the Assigned User filter.  

Introducer: 

You can filter the leads by leads assigned to an Introducer Or for those which have 'No Introducer' You can find more informations on Introducer's here.  

Referral Partner: 

You can filter the leads by leads assigned to a Referral Partner Or for those which have 'No Referral' You can find more informations on Referral Partners here.  

Associated Site: 

You can also filter by Site. 


Adding Filters
Add filters to search any field within the Lead. Click 'Add Filter' at the bottom of the filter options and then 'Apply Filter' once you have entered the details.  
Multiple additional filters can be added, just click the 'Add Filter' button to add more.  When providing dates for additional filters, enter them in the format dd/mm/yyyy.

You can choose if the field is 'equal to, not equal to, contains the value does not contain the value, greater than, greater than or equal to, less than or equal to. Is empty, is not empty.



Note: Custom fields that are set for the different lead groups can only be selected once the lead group has been selected. 

Options


Clicking the Options button at the bottom of your search, You can search using: 

  
Referral Date - The date that the lead was referred to a partner will be used instead of the date the lead was created.  
Sub Leads - For leads that are referred to more than one partner, a sub lead is created.  
Most Recent Linked Lead Only - When de-duplication settings are used, duplicate leads are linked. This allows you to search the newest of those leads only. 


Print Search Results

Towards the bottom of the list of leads, you have the option to print the leads. 

Search Defaults

You can configure a few defaults for the Search Leads in Settings > Configuration > Preferences (Under Defaults). 

Date Range - You can choose to set the default date range to any of the pre-defined options shown in the drop down.  
Number of Results - You can set the default number of leads shown per page to 10, 25, 50, 100 or 1000 
Summary Information - You can choose what summary information is shown on the search screen (i.e Reference, Date, Status, Post code etc)


Understanding Search Results
  • The list of leads returned by a search will show 'Workflow' and 'Task/Event' labels to highlight that the lead has an active workflow and/or a Task/Event
  • Clicking on the lead ID will open up a pop up box containing more details of the lead, and the full date/time received.  The '+' icon to the right of each lead in the list opens up the lead summary 'quick view' which allows for carrying out actions such as sending an email or creating a task without leaving the search leads screen.  Clicking the view record icon navigates to the lead summary.
  • Sub leads are also displayed in the search results, and will appear under their parent lead (if the parent lead is included in the list).  A sub lead can be identified by it's hyphenated ID, in the format 1000000-1000 (lead ID 1000000, sub lead ID 1000).
  • It's possible to click on the column headers to sort search results by that header.

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