Contact Filter Management and View Sharing

Contact Filter Management and View Sharing

How to apply a filter and set conditions using AND/OR connectors?

The Filter option allows for precise sorting of contacts based on various criteria to streamline your search.

  1. Look for the filter icon, often located at the top left corner.

  1. Click the icon, to access the filter menu where you can define your criteria.
  2. Choose the option from the drop-down options like Contact, Company, Deal, Product, and Activity. Using these modules, you can establish conditions using And and Or connectors.

The AND and OR options in filters allow for exact criteria combinations.

                

AND

  1. The result is true only if all specified conditions are true. 
  1. For instance, if both Condition 1 and Condition 2 are true, then the result will be true. If either or both conditions are false, the result will be false.
  1. If Condition 1 is true and Condition 2 is false, the result will be false. Both conditions must be true for the result to be true.


OR:

  1. The result is true if at least one of the specified conditions is true.
  1. If either Condition 1 or Condition 2 is true, the result will be true. The result is only false if both conditions are false.  
  1. If Condition 1 is true and Condition 2 is false, the result will be true. At least one condition needs to be true for the result to be true.


The Combinations of:

Condition 1 AND Condition 2 OR Condition 3

  1. Evaluate records to see if they meet both Condition 1 and Condition 2. If a record satisfies both conditions, it qualifies under this part of the filter.
  1. And separately evaluate records to see if they meet Condition 3.
  1. The final record includes those meeting both Condition 1 and Condition 2, as well as those meeting Condition 3, evaluated separately.



         Condition 1 OR Condition 2 AND Condition 3 OR Condition 4

  1. Evaluate records to see if they meet both Condition 1 and Condition 3. This subset of records satisfies the combination of these two conditions.
  1. Independently, evaluate records to see if they meet Condition 2 or Condition 4.
  1. Combine results using OR: The final result will be true if either the result of Condition 1 AND Condition 3 is true, or the result of Condition 2 OR Condition 4 is true, or both.

NotesNote: The filter will first ensure that the AND conditions are satisfied, and then it will check if any of the OR conditions are true to determine the final result.

  1. Click Select Field to display available fields. 
  2. Select an operator such as is, is not, is empty, or is not empty, depending on the field type.
  3. Provide values for the selected fields and add additional filters as needed.
    Whenever a source is selected the count should be increased alongside the filter header.



  1. Now tap the Apply option to proceed with the action or if you wish not to save the applied filter, you can clear it by clicking the Clear all button located beside the Apply button.


How to share and permit a saved view?

  1. After applying the selected filter, a Save View button will appear at the top of the list.
  2. Clicking the Save View button will open a dialog box where you can enter the following details:
  1. The first condition's name will serve as the default field name. You can either modify it or leave it unchanged.
  2. Choose whether the filter Can View only or both Can View and Edit.
  3. You can control access using the Visible To field, which offers options such as Just Me, Everyone, or Selected users, teams, or territories. Selected items will be displayed below, with an option to remove them by clicking the remove icon.


  1. There is a checkbox labeled Prevent recipients from sharing this view with others. If unchecked, the filter can be shared further by the recipient.
      3.   Click Save to finalize and store the view.


How can default and shared filters be viewed?

  1. Click on All Contacts located on the left side top of the list view page.
  2. Click the dropdown to see a list of default filters including Shared With Me and Created By Me filters
  1. Shared With Me: This category contains filters that other users have shared with you. These filters might be relevant to your work or specific contact, allowing you to view and use them as needed.
  2. Created by Me: This category includes filters that you have created yourself. These filters are personalized based on your criteria and needs, allowing for tailored views of your data.

  1. Default Saved Filters:

Filter

Definition

All Contacts

Lists all contacts

My Contacts

List of contacts assigned to you

New Contacts

Lists contacts created in the last 24 hours

Recently Modified

List contacts edited or updated in the last 24 hours

Never Contacted

Lists contact never contacted 

Needs Follow-Up

Lists of contacts need immediate attention

Recently Imported

Lists recently imported contacts

My Territory Contacts

Lists contacts assigned to your territory

Contacts with Me in Team

Lists contacts assigned to your team

Recycle Bin

Lists contacts moved to the recycle bin (stored for 90 days)


  1. Manage Filters:

  1. Click the star icon to add a contact to Favorites.
  2. Hover over created and shared filters to see edit and delete icons.
  3. To edit a shared filter, ensure edit access was provided during sharing; otherwise, the edit icon will not be visible.


  1. Sales Owners Tab: 

  1. Click on the Sales Owners tab to view contacts assigned to specific sales owners.
  2. Select a sales owner from the list to filter and view only the contacts assigned to that individual. 
  3. Use the search bar to quickly find a contact associated with a particular sales owner. 




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