Whether you are new to ResultsCRM or a seasoned veteran, take your skill and efficiency to the next level through the power of "Named Searches" in this free 20 minute webinar.
About Free Training Thursday: Since the start of 2017, we have been holding these free 20 minute trainings hosted by our industry-leading experts and innovators who will teach you about AbacusLaw, Amicus Attorney, ResultsCRM, OfficeTools, Abacus Private Cloud, and more. If you would like to request a topic, please email email@example.com.
Hello, everyone and welcome to today's Free Training Thursday webinar. I have Sam Saab here with me today and he'll be showing us how to harness the power of named searches in ResultCRM. Without further ado, I'll turn it over to Sam.
Thank you very much, Amanda. Good afternoon everyone, thank you for making time for today's call. So, what we're going to do today, is we're going to go through showing you the power of named searches and show you exactly how to use them within the Result system.
First, let's confirm that you're able to see my meeting screen. Amanda, can you please confirm that the free training class is showing on the screen and that we're going to be able to open up a Result system and we're seeing the log in screen, is that correct?
Absolutely, I can confirm that.
Fantastic. All right, so, what we're looking at is, I'm going to be using the 17.1, which is still a shipping version of Results and most customers have that version, but we also, as many of you know by now, we have announced, a couple weeks ago, 17.4. We've had a lot of updates to it and that continues. Everything I'm going to show you today is also applicable and doable in 17.4, so either system will work.
All right, first, let's talk about what named searches are. A named search, the idea behind it, the concept behind it, is very simple. You are able to make very powerful or create very powerful searches in Results that are a mix of multiple criteria. Instead of having to, excuse me, instead of having to train your staff on how to do those complex criteria, you simply create a criteria and you give it a name.
For example, there is a criteria called All Clients, and effectively, whether you have two types of contact types that are present clients, or seven, or ten, where you build the criteria is different, based on how many of those you have. But, you don't need to deal with the complexity, you can give a single entry called that name and then, when your staff or your users use the system, they're then able to make that selection and know exactly what they're going to get.
A typical other example, or another extreme example would be, let's say you want to create a search list for sending out the newsletters for your company. Well, the newsletter might be sent not just to clients, but might be sent to prospects, vendors, maybe even some press or media in the area, or chamber of commerce.
There might be multiple lists that you want to include in that newsletter maybe. So, instead of, again, explain or hope that whoever builds that search criteria is going to use a consistent and accurate search criteria each time, to include all those possible things or entities or lists that you want to include in that mailing, then you potentially create a single named search called Newsletter List. Then, the criteria will be embedded within that, and whoever uses that search criteria will end up getting a consistent, accurate answer that's already been tested and proven.
That's the overall concept with it. Where to used it? To use it, use it all over results, and you're going to start engaging that one user on the home page in every module and reports and constant contact integration, many other places.
Let's start with a simple example, I'm going to do a building a foundation of that. When you're dealing with the context menu, there's something called an advanced search, that's where you build them. You can go there directly by clicking on this menu, this is the area where those advanced searches are built and then they then become to available to you through a dropdown list.
You build them once, from any station, typically an administrator does that, or engages our technical support to show them how to build that. Once it's built, it becomes available to anyone within the company to use.
That's one way of getting there, I'm going to show you another way real quick. You are always able to start with the Data Management Center itself. We can go, in this case, and say Manage, Contact Records, you see here, on the left-hand side? You have the standard search and you have your advanced search, that's another way of getting to that directly from the DMC.
Every DMC has the same capabilities. If you're working, for example, in the invoicing side, assuming of course you have security clearance to be able to look at financial data and work with financial data, then there's an advanced search here. If you're working with your calendar activities and scheduling work or looking at work that's been scheduled within the company, then you have an advanced search and there's a list of the named searches applicable to activities.
It's consistently used throughout the system, let's go and take some examples of how that is done. So, first, it simply is, I go to the advanced search and I say, "Okay, show me a listing of my vendors." I can see a named search has already been filled, to reference vendor records and will be able to select that and click apply.
In this case, 39 records were found, and if I scroll through this list, you can tell from the contact type that all of those are actually vendors. So, we got the actual, consistent results that we expected, based on an existing named search that's already been built into the system.
Let's take another quick example, a little bit more complex. Let's say this is for clients in the Washington D.C. metropolitan area. For those of you who are familiar with Washington D.C. area, it is made out of two states and a district, of Columbia. It's Virginia, Maryland and District of Columbia and the entities and the entry keys, or contact records that might be within that area, or, in this case, we said clients, so, specifically it has to be clients and their address has to be in one of those two states or that District of Columbia, let's check that out.
We're going to click on selection, click apply and if you scroll through that, first, you're going to see that every single record that was found is a client, so that's good, that's presented the first part of the name. Oh, by the way, if you can remember which one you selected, you can go back to here and still in the selection list, clients in Washington D.C.
If you scroll slightly to the right, in this case, just because of the way I built my list, in your case, you might have the same field all the way on the left side, so you might see it right over here. But, regardless and even in this case, you can see that those client's records are in either Virginia, Maryland or D.C., so this is considered a complex search, because it's a combination of searching for the clients, , as well as searching on one of three possible states, because that would be in the state field. D.C. is not really a state, but the address information will be captured as if letters D.C. in the state field and as such, that would be how you apply the script.
All right, now that you've got a feel for how we use those, let's go ahead and build one together. I always recommend, there's multiple places where you can actually build those named searches. You can build them on the fly, from the homepage, from the reports et cetera, but my recommendation is always build them from the Data Management Center itself. The reason this is important is, when you're building them, you're able to immediately test them and get the confirm that the results of the search are consistently accurate, to represent the data that you're looking for.
Let's go ahead and do that together. We're going to first go here, to the advanced search and we're going to click on Maintain Named Search, this is where you're going to go to the maintenance module that allows you to review what was built and build new ones. This is just a tool, a utility that's going to be available to you, whenever you want to maintain your named searches.
A couple of things appear, like all other toolbars and results, if you're not sure what the toolbar goes, put your cursor on it for a couple of seconds, it will tell you, give you a toolkit of what to look for and what to look at. The first one up here is the open option, and the open option allows you to see all the ones in the list and review what's in them.
For example, if I want to take a look at the clients in Washington D.C., I told you that was going to be a complex one, and the reason it's a complex one is, excuse me, it has a series of an and/or looking for Virginia, D.C. and Maryland and confirming that they're clients. So, it is a complex one, I'll walk you through those, but let's go ahead and look at another one.
I want to see, how do we look for clients with a balance due? In this case, we're looking for clients that have the dollar amount is granted, the field called Balance Sheet will carry the total amount out, or that the data was created in Results for equipment. In this example, we're looking for, we're seeing that it's greater than zero, so that means there's actually a dollar amount out on that contact record and such, those records are listing.
All right, let's go ahead and get started from scratch. So, what I'm able to do here is, I'm available to remove this from this system here and this entry and/or just open up the screen and start from a blank screen. In our case, right now, there's nothing on the screen. Let's do an example together. Let's say we want to find all the contact records that are in the system contact records, any records, vendor, supplier, prospect, whatever, and we look for the ones that are in Virginia.
The data that I'm looking for is based on something that's on their contact record, versus payments or invoices or whatever. So, we're going to go to the contacts, we're going to scroll down to where the fields are, by the way, the fields are not listed alphabetically. They're listed in the same order as the fields are displayed on your screen. This is the way you're familiar with them, this is the way you engaged them, so we show them to you in a consistent fashion to the way you're used to working with that screen.
So, in this case, we're going to scroll through the listing of fields and you'll notice that the State field is here. Now, the reason is has a plus sign? Not all fields have a plus sign next to them, City Name, for example, doesn't have, because it's a regular field you type in. State, on the other hand, is a dropdown, because it's a dropdown, that means it's a validated field that has a lookup table associated with it that will have different values that are authorized and the others are not authorized.
You're able to click on the plus sign, to show you the actual fields available for the State lookup table. If you recall or have worked with the results, when you're selecting a state, you will see the code for the state, like VA for Virginia, and then, you'll see another column that will give you the full state name, like the word Virginia, in this example.
It's basically showing you both fields, and you can search by either one. I'm going to go ahead and select the search by the state code, I'm going to type in VA, because I know what the state code is for Virginia. So, to activate, to be able to build the search, you're going to tell the system what fields are you going to search on.
In this case, I'm going to go to state code, double click on it, and because I double clicked on it, the system will know I want to use it, so it pushes to the right side. If there were other things I want to search on, I'll be able to go to those fields, double click on them and that will put them on the right side also.
In this case, we have what we need. We're going to now switch to the right side, and we're going to double click on the entry, so we can edit and update each entry. In this case, the system will open up and say, "You're looking by state codes." And we're looking for equal, but this can be changed by you. You might be saying, "Anything but Virginia." Right? In that case, there'd be, "Does not equal to Virginia." Or, you can basically say, "This does not equal to." So, you have selected that. In this case, we're going to select equal to, because it's easier to specify what we're looking for, in this case, it's Virginia.
Notice what the system does, because it knows it's a lookup table, so if you happen to remember the codes for Contact Types, versus whatever field, lookup table you're using. In this case, it's going to be Virginia. We're going to go and scroll down to the VA and that would be the code that it shows for the state code. I'm going to click Okay.
At this point, I've made my selection, I gave it the criteria I need and I can actually go ahead, at this point, for me to be able to use it, I'm going to save it. What we're going to do, is we're going to say, "I'm going to put this test, so all of them will appear next to each other as we build and we're going to build a few together."
This one is going to be Contacts in Virginia. You'll notice the wording can be set in different ways, you can use special characters, you can use parentheses, it's just a name that you're going to give to this named search.
Now, it's been saved, it's there, so let's go ahead and close the screen by clicking on the Close All Documents and Exit, or we can click on this exit. At this point, if I go up here and scroll down to the test area, you'll see that there's a test Contacts in Virginia. Let's go ahead and select that. That's the one we just built together, and we're going to click on Apply. Just told the system to execute on that.
So, the first thing I would like to do is confirm that what we searched for is actually correct. So, let me see, if we just get that closed so we can get to the bottom section of the screen. Okay, great. If we now go and scroll to the right side here, we're going to be able to see the State column, because that's one of the columns within the Data Management Center. You're going to confirm that our search criteria was accurate, because every record that came back was in the state of Virginia.
Actually, let's keep it simple, because we're going to look at that example multiple times. Let's bring that field over and put it [inaudible 14:25] here. So, every record, this is in Virginia, and because I did not limit my search through our specific contact type, then all type of records came in. We have clients, employees, we have vendors. It could be anything, right? Because we did not filter those out. That confirms for us that this search criteria was built correctly and it's giving us the right answer.
Now, let's go and build a different type of a search. I'm going to go and say, "Maintain named search." This time, I'm going to build another test example with you, and this is going to be based on the records being an active client. So, if I go to Contacts, as you know, we track records by contact type, that will specify what kind of a record they are.
If I go to the contact type and then make a selection, I clicked on it one time for it to appear on the right side. Now, I double click on it here and I can say, in the contact type being equal to, if you look at my dropdown list, you'll see that I have two types of clients. I can also do this from here, remember this shortcut that allows you to quickly get to the type of clients, for the type of the contact types? For clients I have two types. Let's say I select the active accounts, then I'm going to click Okay.
At this point, I'm going to go in there and save that and basically say, "This is test." This one was going to be List of Active Clients. Okay, so, at this time, I'm going to exit from the system, and as you know, we go and test it. That's why we build them here. We're going to go click on the dropdown, go to the test area which is all the way at the bottom and we're going to look at the list of active clients. You can click Apply.
In this case, if we scroll through, we've found 66 records. If we scroll through this list of records, we find that these are all active clients. Clients Active is the answer to every single one of them and so, the records are correct. Notice, the states are all over the place, but I didn't specify anything about the states, I only specified that I'm looking for active clients.
Now, let's go ahead, this example I'm going to use. We build two together. In this next example, I want to use the one we created together and build an extended version of that. Instead of just looking for active clients, I want to look for all clients, active or inactive. Let's show you how to do that.
In this case, we're not going to start from scratch, but we're going to build out, on top of the existing one and give it a new name, so it becomes like the Save As within itself, rather than a work file. Let's go and do a maintaining search. In this case, let's go find the first one, because we know we're going to modify it.
See the one that's called List of Active Clients? Let's select that. Notice how it brings up on the screen what we already know? Because we just built it together a few minutes ago. Now, let's make an enhancement to that. I'm going to say, "I want to look for clients active, or clients inactive." Either one of them are going to be on my new list of clients that we're going to recreate a new version of this named search, that has a new name to it, that represents the reality of what we're looking at. Let's do that.
We're going to go to Contact Profile, which opens all the lists of fields in the Contacts, now I'm going to go down to the contact types, we're going to double click on the Contact Type field itself. In this case, what I'm going to be doing is, I'm going to go to the second one and say equal, and this time, we're going to go and open up clients. We'll do it slightly differently this time. We're going to select it from the tree.
What I just did is said, "I'm looking for contact type: clients active." Which we know we didn't do what's called a link, we didn't connect the two, there seems to be an end or an or. First, let me explain what's an end or an or, because that's what's called Boolean logic. It's old school, in a way, but that's how old systems work, the end of the point is to not have your users worry about it or deal with it if they don't have to deal with it.
The bottom line is that, when you put more than one condition, you need to tell the computer, because computers are not smart enough to think on their own [inaudible 19:00], the bottom line, then, is you need to tell them what you're expecting, so it does get you the right answer.
We have two conditions, clients active, clients inactive and you can click on the dropdown to see, what are the available options? Is it an and or an or? In this case, it has to be an or, and just to explain, the point behind that is that, a single record only has one field called contact type, and so, you would have selected either the inactive contact type, or an inactive contact type. It can't be the same record as both active and inactive, since that's an impossibility. In this case, an and is not applicable.
The condition between, to link the active and the inactive together is the or, conditioned by the way you or, actually, you see, if you find this confusing, that it has an and just floating up there, it's basically trying to be ready for your next condition, but if it confuses you or you don't like to see it, you open up the last condition and click on Clear.
In that case, it doesn't put anything, because you don't need to put a link unless you have another line on the condition list that needs a link. [inaudible 20:08] that complex, it can be six, seven, fifteen, twenty lines long. Hopefully not that long, but the idea is that there's no limit, so you can put as many conditions as you need to find exactly the records you want.
So, in this case, I want to find my search, to be both active and inactive and now, when I go to hit Save, this is where it gets important. When you hit Save, the system is going to remember that you started with a list and maybe you are making a change to enhance and update it, that's not the case.
What I really want to do is, then, I want to List of All Clients, is the name of this one. By default, if you change any part of the name of a named search, it will automatically create a new condition form, if you leave the other one alone. By the mere fact that I've actually given a different name, if you're now, and in the future, go to the advanced search and go to the bottom, you'll notice that the one for active clients was never [inaudible 21:08]
If you do the active clients, what was that, 66 records? So, apply, there they are, 66 records. Let's go to the new one, which was built based on the original one, but to be active condition. In this case, it's actually List of All Clients. I'm going to click Apply. In this case, ah, there's one more that's showed up and why? It's because we have one inactive customer.
This inactive client is now part of this criteria, so the list of all clients includes both active and inactive. Nice. All right. Now, let's go and build a combination, a combination of the first list, first named search and the second one. This way, we will be able to show you how to use parentheses, because you're combining and, and or at the same time. I'll explain what all of that stuff is in a minute.
Let's go to the advanced search. As a reminder, we built the clients and the All Clients has used an or, because it's an either/of those conditions and we're going to go ahead and add to it, the first one we did, which is the state being Virginia.
The way you have to do this is a little bit tricky, in a way, or you've got to be careful how you build it, so let's go ahead and do that together. The first thing we've got to do is maintain named searches, right? If I'm going to create a new search or modify an existing search, you've got to go to maintain named search. We're going to click on Open and we're going to go the one that says, "List all clients."
This one has both the active and inactive with an or between them, because we need to add an and in here, it is critical that you make sure that your or condition is living or exists within parentheses. Here's what I mean; you go to the first part of the or, you double clicked on the first line, you see where it says begin group? You need to check that.
Then, you go the last entry, there could have been five entries here, it could be three entries, it all depends on how many types of clients you have in results. In this case, we're going to go to the last one and we're going to click on Enter Group and we're going to click the condition of an and in there.
What does that mean? That means we have actually encapsulated, that sounds very highly technical and overwhelming, it's intended to say, basically, we put parentheses between those, because those two conditions have to be resolved at the same time, because there's an or between them.
We're going to go ahead and add a condition, that basically says the state is Virginia. I'm going to go back to the left side and select the State field, double click on it, or click on it and then drag it to here, either way is fine. Then, you're going to go open that one up and you're going to select VA. Just clicked on the letter V, it will jump ahead to where V in Virginia is.
Again, if you don't like the last and, if it bothers you because it's hanging in there, you can get it out of there. So, you have contact type with an or between the parentheses, that's critical, otherwise the condition would look like it's going to work, but it's actually going to be incorrect and it will give you inconsistent results, when you're mixing ands and ors.
Actually, it's not very inconsistent, but it's not what you're expecting it to be. It's going to be Virginia and inactive will both have to be in the same record, and any record that has active will be accepted, whether it's in Virginia or not. If you did not the groups. So, it becomes really confusing results and not the correct results.
Let's go to save this, remember what's going to happen, because I build it based on an existing one, it's going to show me the original one and it's going to allow me to either save it, because I updated its condition, I'm going to save it under the same name, or in this case, I'm going to add verbiage present the search criteria that we used.
This became list of all clients, active and inactive, that are in Virginia. Let's go test that. I go down to the bottom here, list of all clients in Virginia, click Apply. It definitely won't be 67 anymore, it used to be 67, why? Because we limited the active, there happens to be no inactive ones in Virginia. It became the limit, is to state of Virginia, active and inactive. Actually, let me make sure you're clear.
It's always good to test those conditions and make sure that the rules are correct. What I'm going to do, is I'm going to actually force this record to be inactive. The reason this is important is because I want you to be able to see that if I go to List All Clients, that's your 67 active/inactive, if I now go back and select a one that is clients in Virginia and we know at least we have one inactive one, it's good to confirm that the system is not stuck only accepting inactive clients.
This allows you to do a better test, because we made sure that we have a record with inactive and that also matches the state of Virginia. That's eight records in Virginia for any clients, active or inactive.
All right, well, this is it for today. I hope this is helpful, by the way. Now, once you have named searches, everything is possible for you. You can go build reports, and from the report dropdown, guess what you have? All the test ones we just built together. What if you wanted to go to the homepage and add something up there? Anything on the homepage. So, you go to Add a New Entry, you click on the dropdown, say, "I'm going to select those from the contacts." You look at the list of available named searches and voila, what we just built a few minutes ago is all available to you for use.
Let's say you choose this one, I think there were these records there, we click Okay. From now on, until the change is made, notice how the system not only gave you the same exact verbiage of the named search, but also showed you the count. If you double click on that, guess what happens? It mathematically executes a named search for you, that's what makes the homepage so useful.
When you have different criteria built and each user can pick and choose what's applicable to their homepage, mine might have a totally different homepage than Mary, because they have different job responsibility and different KPIs, different key performance indicators and different things to focus on.
There you are. That's it for named searches. Amanda, thank you so much for your time and thank you, everyone, for being on the call today. Signing it back to you, Amanda.
Thank you, Sam. As a reminder, the webinar will be available on our website at AbacusNext.com/webinars and will also be sent to all registrants. Thank you Sam, and have a great day.
Thank you very much. Take care everyone.