Focus: The focus of this public FAQ/Self Help guide is to provide you an overview and details to use filters and segments on the Cliently “Real-time View page.
What are filters? Filters are a way to search for contacts by a more granular method. Examples include: by engagement, last contacted, next activity, global flows used and status of flows and many more. Cliently offers 30 filters to find your contacts.
What are segments? Segments are filter sets that you can create and save to be used over and again. We automatically included three segments by default - All Contact, Hot Leads, and Archived. However, you can add as many as you wish and even share them across your workspace with your team members under the Team Segments option provided.
Filtering/Segment limitations with name changes. If you setup segments that include “dropdown” selections and then later modify the naming conventions, some segments may no longer work properly. An example of this is for Pipeline/stages. The segment would have to be removed and recreated to use the new naming conventions. Questions, please reach out to us for support.
Step 1: Accessing Contacts. On the left side navigation toolbar, click on the “Real-time View” icon.
From Deals, Flows or Settings:
Step 2: Filtering for contacts, + Add Filter Clicking on the “+ Add Filter” button will provide options in order to do specific types of filtering for your contacts by different types of data. These include category types of “Contact”, “ Deal”, “Company” and “Custom Fields”.
Step 3: Filter Folders. Next, we will break down the filter categories.
Step 3-A: Contact Folder Inside of this folder you will find ways to filter for your contacts. These include options like: Archived, Contact City. Contact Owner, Contact State, Date Added, Flow Status, Job Title, Last Engaged, Next Activity, Recent Flow, Unsubscribed and much more. Be sure to check out each one for more details.
Step 3-B: Deal Folder Inside of this folder there are 3 ways to filter out your contacts. These include, “Pipeline”, “Stage” and “Deal Value”.
Step 3-C: Company Folder Inside of this folder there are 3 ways to filter out your contacts. These include, “Company City” and “Company State”.
Step 3-D: Engagement Folder Inside of this folder there are 15 ways to filter engagement activities. They include 7 Day Engagements (opens, clicks, etc.. for the last 7 days), Total Engagement (All engagements for all time), Email Opens (Email actions that have been opened for all time) and Video Opens (Video Message actions that have been opened for all time).
Step 3-E: Custom Fields Folder If you have set up any custom fields for your account, you can use them in order to filter for contacts. These are broken down by Contact and Company custom fields types. Click here to learn more about custom fields. Please note: At this time, we do not support Custom Field - Date types for filter searches.
Step 4: Selecting a Category. Once you have selected a category filter you will be provided different ways in order to use the filter. In this example, we have chosen "Last Engaged".
Step 4-A: Example Using Contact - “Last Engaged”, “Last Contacted”, “Next Activity”. These three filters use date options in order to find your contacts. In this example, we will be using “Last Engaged”.
Step 4-B: More examples filtering with “Absolute Filters”. Absolute Filters can be used to find contacts using specific dates, with “After” date, “On” date, “Before” date, “Between” date. In this example, we will be using “After”. Once the absolute filter is selected, you will see a Calendar that can be used to select the Month and Year, with Up/Down arrows to assist in selecting the month. You can then use your mouse to select the specific day of that month. Be sure to click “Done” when you have finished setting up your filter.
Step 4-C: More example filtering with “Relative Filters”. Cliently also offers “Relative” filters which can be used to filter out contacts by a specific type of date or number of hours filter. These include: “this month”, “this year”, “last month”, “last year”, “last # of days, “last # of hours”. In this example, we have selected “this month”. So, this will provide results with engaged contacts in the current month. Click “Done” when you have set up your filter.
Step 4-D: More example filtering using “filter statements”. For these filters, Cliently offers the following five selections that can be used to filter for specific contacts. Examples include: “is”, “is not”, “has no value”, “has any value” and other options for “7 day engagement”. In our example below for “Flow Status”, we use “is”. This includes the types of statuses for flows - “Active”,”Stopped”, etc… Click “Done” when you have set up your filter. For Contact Owner filters, we use ‘is one of” or “is none of” to help sort contacts owned by different team members.
Step 4-E: Adding Additional filters “purple +” icon. You can also use the “purple +" icon to add additional filters to be included in your filter setup. Once you do this, these will be added to the top selected filters with an “and” statement. When put together, these additional filters could provide more targeted results for your search. You can also click on “and" to change this statement to “or”, to get different results.
Step 5: Segments: In this section we will review “Segments”. Segments are a way to quickly find your contacts through saved filters. We provide three default segments. However, you can build and save as many as you'd like. This can be done for your own use and privatized (by locking) or for your entire team, as this feature also gives you the ability to share them with your workspace members.
Step 5-A: Accessing Segments If the segment tab is closed, you can simply open it by clicking on the purple switch.
Step 5-B: Segment layout and default segments Once expanded, you will see the segment navigation panel. Here you can search for existing segments. Please review the 3 segments with “stars” next to them - these are your default segments. They include: “All Contacts”, “Active”, “Hot Leads” and “Archived”. Click each one to review which filters are used for these segments.
Step 5-C: Saving Filters to Segments Next, you can begin setting up the filters that you want to use to create your own search set. You'll click on “+ add filter” to begin. Once you have your filters set, click on the purple “Save-Disk” icon.
When saving, you will need to provide a name for your segment. Once done, click the red save button. PRO TIP - Use a naming convention that is easy to remember!
Step 5-D: Sharing Segments By default, segments will be locked (similar to flows). By clicking on the “lock” icon to unlock (grey color), your team members can have access to use those shared segments by switching the tab on the segments panel on the left to Team Segments.
Accessing Team (shared segments) Using the “Team Segments” tab on the left side, you can view all of the shared segments in your workspace, including the avatar of the team member who created the segment, the name of the segment, and the exact number of your own contacts who fall into this specific filter.
Please note: The “Filter by” user option is not applied when saving and sharing segments. The person who is using the shared segments will only see their own contacts, unless they change the filter by user drop-down (at the top of this screen) to all users.
Step 5-E: Updating existing Segments At any time, you can use an existing segment, as well as edit it by adding or removing filters and then save it again. Here, you can update or create a new version of the segment.
Step 5-F: Deleting Segments You can also delete segments you no longer want to use. Click on the name of the segment you want to delete, then use the red “delete segment” option seen below.
Step 6: Resetting and hiding filters. If you wish to reset your filters, you can click on the “reset” icon to reset your filters to start over. You can also click on “hide filters”, to hide them from your view.
Step 7: Engage with filtered Contacts. Once you have filtered your contacts, you can “check” one or all filtered contacts, click the Engage + button that appears, and add them directly to a flow.
Need Help? If you need any help with using Contact filtering on the Real-time View page, please log in to your Cliently account and click on the red “Help/Chat” icon found on the bottom right side of your screen.