Search and Smart Views

Overview

Using Search and Smart Views, you can easily create a “list” of exactly the right Leads you need to reach out to at any given time and prioritize the list based on certain criteria so you have the highest chance of reaching the right Leads at the right time. These lead lists are called Smart Views and the are used to create workflows that you can easily access and share with your team.

Close Customers Say It Best: Search and Smart Views

"Search and smart views are top notch!"

-Pablo Pinto, Product Specialist, Tara.ai

Search

One of the most powerful features of the Close sales platform is the ability to search all your Leads and Contacts to find ones that matter to you right now. Search can quickly find a Contact, identify which Leads need attention, build calling and emailing workflows for your sales team, and much more. The possibilities are endless.

Think of Search as building a powerful string of keywords to help users locate important lists of Leads and Contacts. Create Search Queries to find leads that have been called twice, that are located in specific city, or that were created on a certain date. Queries can be combined to create more powerful searches. If you’re not yet familiar with Close’s search, some keywords include:

  • calls < 2 - show me leads that haven’t been called more than once.
  • email_opened:yes - show me leads that have opened an email from me.
  • last_email_direction:sent - show me leads that haven’t responded to my last email
  • "custom.favorite_color":green - show me people whose favorite color is green.

And of course any of our 100+ search keywords can be combined together with “and”, “or”, and “not” keywords.

  • not lead_status:Customer - show me all leads that are not Customers
  • "custom.Lead Owner":Matt Bonde or "custom.Lead Owner":Whitney Herline - show me all leads assigned to Matt or Whitney
  • lead_status:Trial and "custom.favorite_color":green - show me all leads in a trial whose favorite color is also green.

Building Search Queries

There are two ways to build Search Queries. You can type directly into the top search bar or use the 'Narrow your Results' sidebar (available when you click on the Leads link on the left hand side) to add search syntax into the top search bar. Let's start off with the sidebar because it's the easiest way to add in search queries and is a great way to browse available search keywords.

Using Narrow Your Results

Expand any keyword category, and use the drop down to choose the search query you need. You can also add one query after another to build more advanced searches.

Narrow Your Results

Narrow Your Results

Expand the options within a category by clicking ‘more’ embedded within each section.

Expanding Narrow your results queries

Expanding Narrow your results queries

Simple example

Let's find all the leads that were never contacted (i.e. never called or emailed):

  1. Click the Email Activity drop down.
  2. Next to Number of, click Add.
  3. Select None from the drop down.
  4. Now, click on Call Activity.
  5. Next to Number of, click Add.
  6. Select None from the drop down.
  7. The side bar has been adding in each filter to the top search box. You should see emails:0 calls:0

Complex example

You want to follow up on with leads who opened an email you sent 7 days ago but never responded.

  1. Click on the Email Activity drop down.
  2. Next to Latest Email, click Add.
  3. Select Direction: Sent from the drop down (the most recent email connected to a lead was outgoing).
  4. Now, next to Latest Email Opened, click Add.
  5. Select Yes from the drop down (the lead has opened the latest email you sent).
  6. Go back to Latest Email and select Date Before.
  7. A box named Date:Before will appear. Enter "7 days ago" (Note: you can also put an exact date here. Delve into date searches here.)
  8. The side bar has been adding in each filter to the top search box. You should see last_email_direction:Sent latest_email_opened:yes latest_email > "7 days ago"

Search Bar

Search Queries can be built by typing directly into the search bar as well. Here is an example of a quick way to find leads associated with an email address:

How to Use the Search Bar

How to Use the Search Bar

Smart Views

Smart Views are to Close what coffee is to a salesperson. You can get through your day without it but why would you want to?

Smart Views are:

  • Powerful and effortless
  • Dynamic
  • Increase productivity

Smart Views are saved Search Queries that give you 1-click access to your favorite searches from anywhere in Close. Smart Views tell sales reps who to follow up with and when to follow up without the need to create endless tasks and reminders.

They allow you to translate your current calling and emailing workflow into a sequence that increases your sales team’s productivity and amount of follow-up with your leads.

If an endless Task list and Inbox full of reminders comes to mind when you think of follow-up - don’t panic! We are going to show you how to avoid the clutter and ultimately prioritize, streamline and automate your day to reach the right Leads, faster using Smart Views in Close.

Build and Save a Smart View

Once you have your search query built by using Narrow Your Results or typing directly into the search bar - save the query as a unique Smart View by clicking the “star” icon next to Search Results.

Name your Smart View, choose who to share it with, and save it.

How to Create a Smart View

How to Create a Smart View

Re-order your saved Smart Views by clicking on the Smart View and dragging and dropping it into the desired order.

Reorder Smart Views

Reorder Smart Views

Edit or delete your saved Smart Views at anytime by hovering your mouse over the name of the Smart View and clicking the gear icon that appears.

Edit or Delete a Smart View

Edit or Delete a Smart View

Automate your workflow with Smart Views

Let’s talk about translating a sales process into Smart Views and automating your workflow. A typical day for a sales person using Close might look something like this:

  • Make contact with all new Leads that have not been touched
  • Follow-up with new Leads that you’ve reached out to but have not gotten ahold of yet.
  • Start an email cadence on cold Leads you’ve tried to reach.
  • Follow-up with warm Leads with action items and an Opportunity attached

Example Calling Workflow

Day 1: Call all new Leads that we have not contacted yet

lead_status:"Potential" emails:0 calls:0

Day 3: Call all new Leads again that we tried to contact 2 days ago and did not reach

lead_status:”Potential” calls:1 latest_call_created >=“2 days ago" latest_call_duration < "30 seconds" emails:0 

Day 5: Send an email follow-up template to all new Leads we tried calling twice and did not reach

lead_status:”Potential” calls:2 latest_call_created >=“2 days ago" not call_duration > "30 seconds" emails:0

Example Email Sequence Workflow

Day 1: Send “Email Template #1” to all new Leads we have haven’t heard from in 30 days

lead_status:Potential calls:0 opportunities:0 latest_email_date > "30 days ago" not email_template:"Email Template #1"

Day 3: Send “Email Template #2”, 3 days later, to all new Leads we sent Email Template #1 and did not reply.

lead_status:Potential calls:0 opportunities:0 email(direction:Sent template:"Email Template #1" sent > "3 days ago” has_reply:no) not email_template:"Email Template #2)"

Day 6: Send “Email Template #3” to all new Leads we sent Email Template #2 and opened the email but did not reply.

lead_status:Potential opportunities:0 email(template:"Email Template #2" has_reply:no opened:yes date >="3 days ago")) not email_template:"Email Template #3"

Search and Smart Views


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