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Advanced Training: Admin

Searching for Data

One of the great strengths of SQL databases is their robust capability for sorting and searching. Potentially any data field in the InsideSales.com™ system can be used to search for information, as long as the data entered into it is accurate and up to date.

This makes it incredibly easy for Sysadmins and users to work with the information in the database, as long as they have a clear picture of what to search for, and how the database organizes the information.

InsideSales.com gives you the ability to organize records by their current status, location (state, city, zip code, area code, time zone), record owner, lead source, and through ANY custom fields you create.

How to Search for Records

Global Search

The simplest way to search for data in both the InsideSales.com CRM and PowerDialer, is via the system's global search feature. This will appear as a small text input field located in the upper-right corner of the user screen in the Lead Management CRM, and in the left action panel in the dialer.


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Global searches work on customer first and last names, company names, phone numbers, and email addresses.

It will accept wild card strings for first names, last names, and company names, but the string must start with the first letter(s) of the name.

For example, if you were looking for a lead named Martin Blank, you could type "Mart" or "Bla," which is the first few letters of the first or last name. If you couldn't remember the Lead's name, but remembered that the company was ACME Industrial Products, Inc., you could search for "ACME" or "ACM," but not "Indust" or "Prod," or "Products."

To work with phone number or email searches, you must have the full phone number or email, otherwise no results will show. Phone and email global searches are often used to find a record in the fewest number of steps.

Basic Object Searches

In the lead management CRM, each of main object types will have a navigation tab that points specifically to those record types. Each tab includes a basic, short search option to quickly hunt down lists of records.

To run a search, select the criteria, and click the Search button.

Basic Search Options


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Managing the List View

A search can display a list of up to 5,000 records, broken into visible chunks of between 15 and 1,000 names at a time. If you run a search that should include more than 5,000 records, the system will create a list of the first 5,000 names ONLY. If you need to work with very large block of records, say 15,000 Leads, you'll need to find a way to break up the block into smaller "chunks" using relevant search criteria.

Once the search pulls the records into a list, it displays them in a series of "chunks," or pages. The number of names displayed in each chunk is controlled by the Results Per Page option in the top right of the screen. The default results per page is 15, but you can change this default number in your user profile to something more appropriate if needed.

To change the view of a current list, update the Results Per Page to the number you want, and re-run the search. You can have a maximum results per page of 1,000 records at a time.

Notice too that after running a search, a Total appears in the upper-right of the screen. This is the count of records that met the specified criteria.

Results Per Page


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Advanced Searches

In many cases the basic search options are sufficient to started working in the system, but if you click on the Advanced Search box located on the upper-right section of the main list screen, you'll open up a vast number of options to further refine or narrow down your search.

As we mentioned previously, you can search on just about any data field contained in your system, based on Boolean logic (IF/AND/OR/NOT).

Setting Up Advanced Search Criteria


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The key to effective advanced searching is to have some idea of what you're actually searching for. With the right set of criteria you can "hone in" on nearly any key cross-section of your data; you just need a clear picture of how to find it.

Using Time Stamps

One of the most common filter criteria you'll use is time—when did a particular action happen? Of these, the date a record was created in the database is typically the most crucial. If leads are being added to the database in real-time off the Web, the newest leads require the highest levels of focus and effort to contact. For example, a comparison between the Date Created time stamp, versus when a Lead was first contacted provides key insights into driving higher contact rates and sales.

The next commonly-used time stamp is Date Modified. If a particular action took place on someone's record, when did it happen? This allows users and admins to track collective effort on groups of data.

Advanced Search Tips

  • If you run a search and no results appear, double-check your criteria specified. You have either made the search criteria too narrow, or the data you were expecting to see is not contained in the specified criteria.
  • If you run a search, but more records appear than you think should be there, then refine your criteria to narrow it down—by location, status, source, campaign, etc.
  • Remember that the searches are only as accurate as the data contained in the records. If the data is wrong, the search results will be too.
  • Remember the principle of ownership—if you don't have the ability to view data owned by another user, you won't see records you don't own.

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