The platform includes many search options to help locate customers. Basic searches allow for easy access to contacts, accounts and tasks. Advanced searches also provide the ability to search for contacts based on specific criteria like profiles, campaign results and more.
What will I find in this article?
The quick search appears at the top of the screen on all Customer Center and Lead Management pages, as well as the Contacts tab in Marketing Center or Program Manager. This allows you to quickly access a contact. Enter the first name, last name, company name or email address into the box. This is a partial search, so it returns the results based on a combination of all the fields. As the results populate, click the name of the contact to access the record information.
In addition to searching for contacts, you can also use the quick search to find tasks, quotes, opportunities, orders, and service calls that meet the criteria. Type in the search criteria you want to use to create a search. Once the search results box appears, select the category you want to search from the left. Click on the search result to open its details.
The basic search is available only on the Contacts tab of Marketing Center, Customer Center, Program Manager, or Lead Management. Unlike the quick search, the basic search allows you to specify the type of criteria you are using, whether it be last name, company, or email. Beyond these criteria, you can also narrow your search results by user, group, and record type. This can help eliminate unwanted search results. Once you have determined your search criteria, click Search.
Once your search results populate there are many things you can do. To access a record, simply click the name or company of the record. Clicking the arrow to the left of a contact allows you to add a note or calendar entry, edit the contact, or view contact activity. Lastly creating a search allows you to use the search results as a list. Once you have the search list generated you can use the results to export a list, update information en masse and more.
Often while searching, users need more robust search options than basic options like name, company and email. The advanced search allows you to conduct comprehensive searches across a broad set of criteria. From the Contacts tab choose the New Search button located to the right of the search fields.
The first step of building an advanced search is to choose the user's database to search on. StructuredWeb gives you the ability to assign contacts to specific users. Your options are:
- Current user: Search through the database of the user your currently logged in as.
- All users: Search the entire database regardless of record owner.
- Selected users: Search through the database for contacts belonging to specific users.
Click the Add and Set More Criteria button. This loads the Search Category page.
Select your search category. Common search categories include Contact Information, Profile, and Forms. Each option has a unique set of available search criteria.
If you want to search for contacts by country, for example, select Contact Information. If you want to search by Industry, select Profile. To search for contacts who have filled out a "Contact Us" form, select Forms. Choosing a category takes you to the Category Criteria page.
Once you have chosen the category, select the criteria within the category that you wish to search. Each category will have its own criteria within the category that you can use to search. For example, some of the available search criteria for Contact Information is below.
Specify how you want to utilize the criteria within the search. Some search options allow you to Exclude contacts and accounts. Selecting this causes your search results to exclude any records that meet the criteria instead of including those records.
For some search criteria, you can specify how the system searches with your input criteria. If you are searching for a specific company, you can input a word(s) and whether the search must exactly match, simply be filled out, and more.
If you want to continue adding more criteria, click Add and Set More Criteria. This will allow you to select the search category for your next criteria. Once you are done adding criteria click Run the Search on the right. This will bring up your search results.
Once you have created an advanced search, you have the option of saving the search criteria. This can be very useful for searches that you will use frequently. In order to save an advanced search, create the search criteria that you want to save using the steps above.
Click Save the Search on the right.
Name the search and choose the folder to save it. My Searches are specific to the user, while Shared Searches are searches that can be used by your entire organization. When done, click Save and then Run the Search.
When you return to the search screen, you will now see the Saved Searches dropdown menu. Click the name of the search to run the saved search.