Follow

Advanced Search in Redtail

Searching your Database

By selecting criteria then searching for the data that meets your criteria, you are able to filter your Contact records in a way that makes sense in order to achieve a firm goal.

By saving your searches, your firm is then able to get back to the data quickly. This is especially helpful if you are continually searching for the same data set, or if you need data at a specific time of the year (e.g. all Active Contacts with birthdays in April).

Showing all Contacts

One question we frequently receive is, "How can I see all of my Contacts?"

    • Simply click Contacts from your Left Menu Bar:



      Then, click "All" above your Contacts A-Z list:



      All contacts within your database will then be displayed.

    • You can also click on a letter (or the number symbol) to see contacts with a last name beginning with that letter (or a name beginning with a number).


Quick Note:  If you click the Actions menu to the left of a contact here, you'll see you have several options in regard to the contact:


                   
 

Each of these options applies to the contact whose Actions menu you've clicked on.  You can go directly to many of the areas of their contact record, send the contact to some of our integration partners, add an Activity or Note for the contact or delete the contact.

Advanced Searching

Redtail's Advanced Search functionality is one of the most powerful features within the CRM, offering:

  • Multi-level searches based upon criteria you define.
  • The ability to create QuickLists and Tag Groups from your Search Results.
  • Produce Exports, Reports, Mail Merges and Labels after running a search.
  • Make common changes to multiple contact records at once.

Advanced Search is accessible from the links at the top of the page after clicking "Contacts" in your Left Menu Bar: 

 

After clicking "Advanced Search," you'd then see the below: 

Please note what the Options here mean:

  • Type - Use this dropdown box to select the type of data within your CRM that you want to search.
  • Field - Use this dropdown box to select the Database Field that you want to search. Note: your options here will change based upon the Type you selected. 
  • Operand - Use this dropdown box to select the logical relationship between your selected Field and the Value you will be providing in the next box.
  • Value - Use this dropdown box to provide the criteria for the Field you're searching.
  • Or / And - Build multiple levels to your search.
    And should be used when all conditions need to be met.  For example: If you are looking for all of your Active clients who also have a birthday in a specific month (like January), you would search for Client Status Equal To Active AND Birthday Month Equal to January.
    Or should be used when trying to generate a list where individual conditions are met.  For example: If you are looking for all of your A and B Clients, you would search for Client Category Equal To A Client OR Client Category Equal to B Client.

Let's take a brief look at QuickLists and Tag Groups:

QuickLists

QuickLists are dynamic groups of contacts from your CRM based upon defined search criteria.

As an example:

  • Say that you wanted to be able to quickly access all A Clients within your database referred to you by a specific referrer.  To locate these contacts, you would first need to run an Advanced Search that queried both Contact Category EQUAL To A Client and Contact Referred By Equal To the referrer's name.  After initially running that Advanced Search, you would then have the option to save the query as a QuickList:



  • In the future, if you wanted to see all contacts who meet those search criteria, all you would have to do would be to go to your QuickLists page. To do so, click Contacts from your Left Menu Bar, click Lists and then select QuickLists:



    Then, on your QuickLists page, click the Actions menu for the QuickList you want to see and select "View Details".



    Your saved search will then return realtime results:

  • You can read more about QuickLists here.

Tag Groups

Tag Groups are static groupings of contacts, based upon your removal or addition of contacts to the group.

  • Tag Groups will only change when you MANUALLY modify them.
  • The groups can be set up by navigating to Contacts —> Lists —>Tag Groups:



  • You'll then see any existing Tag Groups within your database as well as an Add link to create a new Tag Group:



    Clicking the Actions menu for any of your existing Tag Groups will give you the options to Send the Tag Group members to your Advanced Search page, View Tag Group Members, Edit the Tag Group Name or Delete the Tag Group (this will not delete the records, but instead only the group):



  • To add a new Tag Group, click Add in the header bar, at which point you'll see the below modal:



    Type in a name for your Tag Group and a description if desired. Then, click Create Tag Group.
  • To add contacts to a Tag Group, navigate to their record overview and scroll to the Tag Groups area:



    Click Add.   You'll then see a modal that lists all Tag Groups currently in your database.  Those of which the Contact is already a member will have checks next to them and you can place a check next to the Tag Group you now want to add the Contact to.  Or, you can type in the name for a new Tag Group that you want to add them to. Then, click Add:

  • You can read more about Tag Groups here.

Additional Contact Options with Advanced Search Results

After running an Advanced Search (or sending a QuickList or Tag Group to Advanced Search), and then selecting all or some of the contacts from your results, you have the following Contact Options above your results (a full writeup on Advanced Search Result Options can be found here):

 

 

For any of the selections you make from these menu options, your choice will only be applied to contact records by whose name you have placed a check.  To select all records in your results, simply click inside the first checkbox above the search results: 

 

Let's now look at each of these Contact Options menus:

Labels 

Redtail has provided a large assortment of Label / Envelope choices by default that you can apply to merge with your Contact Records.  If you don't find a label that meets your need, however, you can always create and upload Label templates of your own.

When you select Labels from the Contact Options menu, you'll see the below: 

 

After clicking on your desired Label the merge process with your selected records will begin.  Below are explanations for what the information next to a particular label means:

  • Blank space next to the Label name: One label for each record selected will be generated.
  • "Single Sheet" next to the Label name: A full sheet of labels will be generated for EACH record selected.
  • "Family Names" next to the Label name: One label for each record selected will be generated but instead of using the contact name, the Family Name will be utilized.
  • "Ordered by Zip" next to the Label name: One label for each record selected will be generated, but the output will be grouped by zip code.

Note as well in the Labels menu that there are several Envelope options.

Mail Merges

The documents available for Mail Merge are documents that you have built and uploaded under Manage Your Account —> Mail Merge Templates.

You can read more about creating and uploading these templates here. 

Reports

There are quite a few different types of Reports available here for you to choose from, which you will be able to open upon clicking: 

 Exports

There are quite a few different types of exports available here for you to choose from, which you will be able to save or open upon clicking: 

Custom Exports

Exports available to you here are based upon those custom exports created by your database's users

Bulk Actions

There are a number of actions available to you here: 

  • Add Activity - choosing this option will allow you to add an identical Activity for your selected contacts in bulk.
  • Add to Seminar - choosing this option will allow you to add your selected contacts to a Seminar established within your database, as well as to indicate their Status for that seminar.
  • Add to Tag Group - choosing this option will allow you to add your selected contacts to an existing or new Tag Group within your database.
  • Assign Keywords - choosing this option will allow you to add a Keyword to your selected contacts in bulk.
  • Broadcast Email - choosing this option will allow you to send an Email to your selected contacts in bulk.
  • Change Contact Category - choosing this option will allow you to change the Contact Category for your selected contacts in bulk.
  • Change Contact Marital Status - choosing this option will allow you to change the Marital Status for your selected contacts in bulk.
  • Change Contact Referred By - choosing this option will allow you to change the Contact Referrer for your selected contacts in bulk.
  • Change Contact Source - choosing this option will allow you to change the Contact Source for your selected contacts in bulk.
  • Change Contact Status - choosing this option will allow you to change the Contact Status for your selected contacts in bulk.
  • Change Contact Servicing Advisor - choosing this option will allow you to change the Servicing Advisor for your selected contacts in bulk.
  • Change Contact Writing Advisor - choosing this option will allow you to change the Writing Advisor for your selected contacts in bulk.
  • Combine Contacts  - choosing this option will allow you to combine records when the need arises.
  • Delete Contacts - choosing this option will allow you to delete your selected contacts in bulk.
  • Disable Birthday Reminders - choosing this option will allow you to disable birthday reminders for your selected contacts in bulk.
  • Enable Birthday Reminders - choosing this option will allow you to enable birthday reminders for your selected contacts in bulk.
  • Note Entry - choosing this option will allow you to create one Note, assign it a Type and Category, and save the same Note to your selected contacts in bulk.
  • Permissions (Add) and (Remove) - these will allow you to assign or remove permissions with your selected contacts in bulk. 
  • Remove Keywords - this will allow you to remove Keywords from your contacts in bulk.
  • Role Assignment - this will allow you to assign (or remove) Roles to your contacts in bulk.
  • Create MarketingPro Document - this will allow you to create MarketingPro Documents for your contacts in bulk (if you use the integration).
  • Send to Constant Contact - if you have an account with Constant Contact, this will allow you to send your selected contacts to one of your available lists in Constant Contact.
  • Send to MailChimp - if you have an account with MailChimp, this will allow you to send your selected contacts to one of your available lists in MailChimp.
  • User Defined Field - choosing this option will allow you to add a User Defined Field and Value to your selected contacts in bulk.
  • Workflow Link - choosing this option will allow you to assign one of your Workflow Processes to your selected contacts in bulk.
  • Written Agreements Review Change - choosing this option will allow you to change the Written Agreements Review Dates for your selected contacts in bulk.
Was this article helpful?
0 out of 0 found this helpful
Have more questions? Submit a request

Comments

Powered by Zendesk