Using the Advanced Search

Modified on Thu, Jun 5 at 10:39 AM

Overview

The Advanced Search is a fantastic tool to use if you're seeking to pull data from specific criteria found on profiles. For example, you can pull a list of all individuals who have a specific Care Level selected on their profiles, or a list of all your Prospects with a physical address entered on their profile. In this article we will review how to:

Using Advanced Search
Common Advanced Search Examples
Saving and Utilizing Lists via Advanced Search
Running a Complex Search
Exporting Advance Searches

Using Advanced Search

Step 1: Click the Advanced Search icon in the top menu. Or go to the People section on the left hand menu and select advanced.

Step 2: If you have access to multiple communities in the system, you can narrow down your search to specific communities by using the checkboxes next to the community names.

Step 3: Define your criteria by selecting from the drop downs. You'll notice the different Forms listed in the 1. Choose Form dropdown. These Forms correlate to the Forms you will find on a profile. For example, the General Information form is found on all profiles in the system:

Step 4: In this example, I will be searching for every Prospect with a Salutation of "Mr.". Here is what my first Criteria Row will look like.

Note: If you'd like to search for multiple values in the 3. Choose Values section, you can hold Ctrl (CMD on a Mac) + click the desired values you're seeking.

Step 5: Since we want to narrow down our search for Prospects only, we will need to add a new Criteria Row by clicking on the green +Add Criteria button. This will allow us to search for more criteria that profiles need to meet in order to be brought in this search.

Step 6: In order to search for Prospects, we will need to select the Default form. Take a look at all the Fields you can select when you have the Default form selected.

Step 7: Once you're satisfied with your search, you can click the blue Search button and the search will execute.

Step 8: Once the search completed, you will see all the results of profiles that have matched your search criteria. In this case, there appears to be 19 profiles who are Prospects with a Salutation of "Mr".

Step 9: From here, you can click directly on the profile names which will load the profile, you can save the list to run it at future dates, and you can also export this list to Excel.

Common Advanced Search Examples

Prospect Mailing List

If you want to send a mailing list to all your active prospects with an address you may pull the following:

Prospect Primary Contact List

If you want to pull a list of all primary contacts of prospects you can do so:

Contacts of Residents List

If you want to send a monthly newsletter or mailing to all contacts of your residents you can use these filters:

Active Prospects/Contacts who have Toured

Suppose you want to invite all active prospects who have toured into the community. You would use this criteria:

Active Prospects who have Deposited

If you want to pull a list of all prospects who have deposited, choose the following:

Searching for a Zip Code

If are looking for a list of active prospects with a zip code, you can choose the following:

Note: you can remove the "postal code" and pull "has address" and export to search for the postal code in the Excel spreadsheet.

Saving and Utilizing Lists via Advanced Search

Saving a List

Saving lists is a powerful tool that allows you to save a search you may run frequently.

Step 1: Fill in the fields with the search criteria you would like to save.

Step 2: Click Save as list at under the Choose Saved List section.

Utilizing Lists

Step 1: You can run your list by selecting your list from the advanced search saved list drop down.

Step 2: This will load in all of the saved criteria for that list. Click the blue search button at the bottom of the advanced search page to run your search.

Create Mass Activities from a List

Create a large number of activities using a list that you have saved.

Step 1: Choose a list from the Choose Saved List section.

Step 2: Click the Create Activity button

Step 3: Fill out the Mass Activity form and click Add. This will create an activity for each of the profiles in the list. If creating a Mass Activity for a large number of individuals, please ensure the 'All Day' box is checked or each individual activity will be shown on your Enquire Calendar. If wanting to log a Mass Activity for something that has already been completed, Please make sure the 'Status' is set to Completed during the creation of this Mass Activity or each activity will need to be completed individually.

Add a List to a Campaign

Step 1: Navigate to the Campaign that you would like to add the list to

Step 2:Below the text Add people to Campaign by: click List

Step 3: From the drop down, choose the saved list, a response if one is necessary, and then click Add

Making lists public

Step 1: On the left menu, click People and click Lists.

Step 2: To the right of any list click the switch below Public? from OFF to ON. Click this switch again to make the list Private.

Step 3: Your list is now public.

Note: Lists are created as private by default.

Saved Lists FAQ's

Who can see my lists?

List visibility is determined by your community access. For example, if I create a list from the following Advanced Search criteria only users at the Solutions Village, Denver Point, and Mountain Village communities will have access to this list when I make it public because I have only selected these communities for the search. This also means that if someone with access to only one of the three selected communities views the list they will only see results for their community.

How can I tell if a list is Public?

When someone in your company or community makes a list public, the Public? column will read Yes for the specific list. This lets you know that the list was created by another user and made public.

Note: Only the creator of a list can sync the list or delete the list.

Running a Complex Search

Step 1: Navigate to the Advanced Search.

Step 2: In the Choose Saved List section, click into the drop down and select the list you would like to search within. This will run that saved List.

Step 3: Click the Advanced Options button.

Step 4: In the second drop down that will appear, select the list you would like to run against the first list you selected.

Step 5:Click Show Results

Saving a Complex Search as a New List

You can save your Complex Searches as a new list by clicking the Save List button after choosing the two lists you would like to compare.

Complex Search Example

Now let's take what we learned and go through a common Complex Search example. In this example we will be looking for all of our contacts of our Hot & Warm Leads. We will also want to make sure that these contacts have a physical address.

Step 1: We will create a list that looks for all of our Hot & Warm Leads. Take a look at the screenshot below for an example of this list. Also, don't forget to save this list. We will be using it a little bit later.

Step 2: Now we will need to create another list that will look for all active Contacts that have an address. Please take a look at the screenshot below for an example of this list. We will also want to save this as a new list.

Step 3: Now that we have the two lists we want to compare, lets pull the list we want to search within. In this example, that list will be the prospect list we created first. Then we will use the Advanced Options button to select the second list we want to use to look into our prospect list. Take a look at the screenshot below for an example of what this would look like.

Step 4: Click Show Results!

Step 5: You can now use the Save List button to save this as its own list or use the Export button to export the results to an Excel document.

Exporting Advanced Search

Step 1: Choose a list from the Choose Saved List drop down or start a new search using the options in the Start New Search section.

Step 2: Once your search results are displayed, you can click the blue Export button in the Choose Saved List Section or the small Excel icon next to the number of results found by your search.

Step 3: Once the download for your exported list finishes, click on it to open it in Excel.

Step 4: You may receive a notification like the one below, click Yes.

Available Fields to Export

The fields below are what is exported in the Excel file. This can be found on the export page:

Individual ID	Case Number	Middle Name	Work Number	Address Line 3	Time Zone
Community	Date Created	Last Name	Email	City	Creator ID
Individual Community Count	Salutation	Home Number	Address Line 1	State	Case Status
Company Community Count	First Name	Mobile Number	Address Line 2	Postal Code	Age
Assigned First Name	Assigned Last Name	Assigned User ID	Birth Date	Website	Type
Creator First Name	Creator Last Name	Accept Date	Last Modified		Title
Primary Contact First Name	Is Mailing List	Email 2	Market Source	Inquiry	Fax
Primary Contact Middle Name	Campaign Name	Campaign ID	Market Source ID	Care	Lead Score Submitted
Primary Contact Last Name	Campaign Response	Spouse Name	Sales Status	Method of Contact	Expected Need
Campaign Reponses Array	Primary Contact Email	Primary Contact Address Line 1	Primary Contact City	Primary Contact State	Current Arrangement
Full Name with Spouse	Primary Contact Full Name	Primary Contact Address Line 2	Primary Contact State	Primary Contact Postal Code	Apartment Preference
Primary Contact Relationship	Primary Contact Home	Primary Contact Postal Code	Primary Contact Power of Attorney	Memory Loss	Ambulation Type
Primary Contact Mobile	Primary Contact Work	Referral First Name	Referral Last Name	Referral Company Name	Gender
Marital Status	Religion	Language	Ethnicity	Veteran	Is Waitlist
Waitlist Priority	Waitlist Date	Task Move In Date	Task Move Out Date	Lease Move In Date	Lease Move Out Date
Active Lease Yes No	Move Out Reason	Lost Lead Reason	Unqualified Reason	Care Group	Floor Plan Group
Unit ID	Deposit	Entrance Fee	Monthly Fee	Lease Plan	Contract Type
Row Number	Individual Type ID	Campaign Individual Status ID	Lead Score Name	Community Name	First Campaign
Statement Method Type	Age Code Type	Medical Type	Individual Type Friendly	Tour Date	Individual Type Name
Individual Status Text	Individual Type Full	Individual Type Full Friendly	Individual Type Full Bubbles HTML	Case Number Friendly	Individual Full Name
Campaign Individual Status	Campaign Individual Status CSS	Next Activity Date Convert Friendly	Next Activity Date Convert	Phone 1 Opt In	Phone 1 Opt Out
Phone 1 Date Opt In	Phone 1 Date Opted Out	Phone 1 Listed on DNC	Phone 2 Opt In	Phone 2 Opt Out	Phone 2 Date Opted In
Phone 2 Date Opted Out	Phone 2 Listed On DNC	Phone 3 Opt In	Phone 3 Opt Out	Phone 3 Date Opted In	Phone 3 Date Opted Out
Phone 3 Listed On DNC	Addresses - Address Line 1	Addresses - Address Line 2	Addresses - City	Addresses - Country	Addresses - County
Addresses - End Month	Addresses - Has Address	Addresses - Has Email	Addresses - Has Phone	Addresses - Mailing Name	Addresses - Postal Code
Addresses - Start Month	Addresses - State	Company - Organization Tier 1 Type	Company - Organization Tier 2 Type	Company - Organization Tier 3 Type	Company - Organization Tier 4 Type
Company - Organization Type	Company - Top 5/Targeted	Company - Visit Frequency