Focus on Converting Leads With Advanced Filters of Zoho CRM

Focus on Converting Leads With Advanced Filters of Zoho CRM

The Advanced filters in the online Zoho CRM system, are one of the greatest ways to understand the ways in which CRM works while discovering important insights in no time. It is a powerful search tool that allows you to extract valuable sales information which could otherwise take much longer to find out.

What’s key to understand here is that by the use of a regular filter, the search is based on field values. For example, all leads who are from “Los Angeles”. Now, this is very straightforward and simple.

However, with the advanced filters, it becomes easy to run advanced searches based on the activities associated with records such as leads that have no open activity associated with them. You can base your search on many advanced factors and get results.

To understand the advanced filters of Zoho CRM better, let’s consider an example.

Example: Let’s say that you work in a company called “Pioneer” and your CRM system has been able to get a decent number of leads over the last six months. Even though you have followed up with most of these leads, there is a possibility of a deal that is hidden somewhere amidst these leads and did not respond the first time. Now if only you can pull up this idle lead quickly and follow up again, you will be satisfied.

In another situation, let’s say that you have some leads that are waiting to be closed by the end of the month, but you suspect that the tasks associated with the deals are still pending. Only if you will be able to pull these deals in just one click, it would make sense.

In yet another situation, let’s say that you offer a live chat service to the customers from your website. Imagine that there was a way in which you could pull up the complete list of customers whose chat requests you missed in the past week.

All the three situations that are mentioned above require details that could take a long time to be drilled down using the reports. However, using the Zoho CRM customization and advanced filters, it can become easy to get this information instantly.

This is possible because other than the record details such as First Name or the Phone Number, advanced filters include a wider range of criteria for you to base the search on such as email activity, website activity, activity status, notes, scoring rules, etc. Using an intelligent combination of these factors, you can easily pull out the important records as discussed in the scenarios above.

Filter Records Using Advanced Filters

For filtering the records using advanced filters, the following steps must be taken.
  1. Go to the module that you want
  2. Choose the required module list view.
  3. In the Filter (Records) By, select the desired combinations. You can also choose any number of search combinations as required.
  4. Click on Apply Filter and the records that meet the criteria will be shown.
  5. You can choose the records and assign suitable follow-up activities or run macros on them as well. You can also save the filter for future use.
After you have saved the filters, you will be able to see the overall number of records in every filter that will be updated in real-time. You will be able to see the number of records in every filter that will be updated in real-time. For example, you can save a filter in the Leads module called “Idle leads”.

Right when the number of records matching the filter’s criteria differs, the updated count can be displayed beside the name of the filter. This can help in quickly getting a snapshot of the volume of records under each saved filter and prioritize your actions accordingly.

Using Advanced Filters Effectively

Below are some of the common sales scenarios in which you can effectively make use of the benefits of advanced filters in the online Zoho CRM system. It must be remembered that these are just examples. There are some scenarios you can come up with depending on the combination of the search criteria.

1. Explore All Unused Leads

You can work on a new set of leads almost every week. With time, you lose track of the leads that needed a second or third follow-up. 

Among the idle leads, there may be a great deal waiting for you but only if you follow up on it. The advanced filters can search records for you within a few seconds only.

2. Discover All Records For Conversions

You can also be aware of all chances of converting a lead and winning a deal with the Conversion Prediction by using Zia. Although this will make it simple for you to prioritize the leads and deal with high chances of conversion, you can also explore the ones you thought had less or no chances of conversions, but are trending now.

Using the advanced filters, it is possible to pull leads and deals that are trending recently with better chances of conversion than ever before while ensuring that there is no opportunity missed.

3. Track Sales Activities

You want to keep a track of all the sales activities as well as that of the subordinates. Using advanced filters, you can narrow the deals to which there is no activity associated with the next month but the closing date is still within the present month. You can also add the potential amount as a different criterion which can further narrow down the search.

To go a step ahead in this Zoho customization, you can also mention the potential amount. If you get a list of records for deals that are worth more than a certain amount to be closed this month but for which that are overdue activities then you must pay attention. Other than the overdue tasks, you can also filter the information about deals.

You can filter the information by deals closing this month but no activity, notes, and emails associated with them, and deals that have been lost which may want to reopen, and a follow-up. The advanced filters make it easy for sales managers to hunt down cases and act on them.

4. Filter Contacts Based on Deal Stages

Let’s imagine that you are looking to send emails and other relevant documents to those contacts that are in the value proposition stage. You can manually search for each contact that is in the stage that is consuming time.  

Using the advanced filters in the Contacts module, you can choose the contacts easily. The contacts that match the criteria will be displayed in this way. You can also choose all these contacts and send a mass email, take bulk action as needed, and update records.

Tracking Records Based on Campaign Responses

Anytime you filter records based on the responses to the recent campaigns, you will be able to approach the potential customers in a much better way with a refined message based on their response.

Let’s say that all the recipients that were targeted in the recent campaign have opened the email and clicked on links in the email. You can also be sure that they are in need of your offering and are also interested in understanding what you want to offer. With the final push, you will be able to effectively convince them and help in making a good decision.

All contacts who have either just opened your email or clicked on the link that are listed are your prime prospects to be convinced and converted into your business. You can use the below-mentioned filters:

1. Time Tracking Filters

The advanced filters Zoho customization includes a set of time tracking filters whose purpose is to easily let you filter the records that have been worked on or not worked on in the specified time period. 

For instance, you can effectively filter the leads that have been untouched for the last 5 months. For doing this, you can use the time tracking filter called “Untouched Records” so that you can get a picture.

2. Act on Insights Discovered

The advanced filters do not just enable you to discover the quick insights but also follow up on the results obtained. For example, you have discovered the potential leads that go unnoticed that need your attention but now what? 

When you filter the records, advanced filters let you act on them instantly. Quick actions can be taken on records such as Macros, Mass Update, Assign Owner, and so on. From this page, you can follow the records instantly.

Filter Records With Visitor Tracking Information

Having a website pays off only when you are able to track who is visiting that website and make your insights about how people use the website when they visit, and what actions they take. This is key information that helps in serving the visitors better and convert the visits to the customers.

The use of advanced filters in CRM helps in making inferences about leads and contacts who visit the website with the help of a visitor tracking parameter. You can filter the contacts and leads based on fields such as the time spent on the site, chats missed, browser used to track the site, and so on.

Some of the situations in which visitor tracking information could help in making important inferences include:

1. Following Up With Contacts

If you have a list of contacts who are at a stage of conversion and out of these contacts, you are closing deals this month then you can do a more detailed search by choosing a potential amount for these deals. 

Some of the contacts may have messaged you on chat as well but you might as well have missed these messages. With the advanced filters, you can filter out these contacts easily.

2. Tracking Leads Based on Time

It is possible to track the leads based on the average time spent on the website. This is also an effective way of converting leads to deals. 

When the leads spend time on the website, you can know that they are interested in getting converted. You can take the right steps needed to trace them.

3. Tracking Leads Based on Email Address

You have filtered the contacts based on the stages in the pipeline of sales. The sales managers can track the progress that their sales representatives have made by entering the email address of the sales representatives who have attended to specific leads. 

If you want to search for leads associated with a name called Alan Grey then you have to enter the email address of the sales representative who was dealing with Alan Grey.

4. Browser Compatibility

When the leads are filtered based on which browser your leads have used, it becomes easy to enhance the design of that website for that browser. 

For instance, you are looking for leads who have used Google Chrome to access the website. In case a large number of leads are found through the filter, you can enhance the browser compatibility.

Conclusion

The sales process can become remarkably smooth when you focus on converting leads with the advanced filters of the Zoho CRM. These filters are made to make the job of sales professionals much easier and effective.

I hope that you learned something new 
Cheers!
Abhi
(Seasoned Zoho Authorized and Certified Partner)

Feel free to contact me if you have any queries
Email: abhishek(@)encaptechno(dot)com
Call: +1-416-405-8185

    • Recent Topics

    • Zoho Books - Hide Convert to Sales Order if it can't be used.

      Hi Books team, I noticed that it is not possible to convert a Quote to a Sales Order when a Quote is not yet marked as accepted. My idea is to not show the Convert to Sales Order button when it is not possible to use it, or show it in a grey inactive

    • How do I bulk archive my projects in ZOHO projects

      Hi, I want to archive 50 Projects in one go. Can you please help me out , How can I do this? Thanks kapil

    • Cross-Data Center Collaboration and / Or allowing users to choose DC

      Dear Zoho Cliq Support Team, We are writing to request a significant enhancement to Zoho Cliq that would greatly benefit our geographically dispersed development team. Current Challenge: Currently, Zoho Cliq automatically routes users to specific data

    • New Mandatory One-Click Unsubscribe Link Overshadowing Custom Unsubscribe Link

      I was recently informed by Zoho CRM Support that they are now mandated by the large email service providers like Google and Yahoo to provide a one-click unsubscribe option in the header (not the body) of all mass emails. I have a custom unsubscribe link

    • Send / Send & Close keyboard shortcuts

      Hello! My team is so close to using Zoho Desk with just the keyboard. Keyboard shortcuts really help us to be more efficient -- saving a second or two over thousands of tickets adds up quickly. It seems like the keyboard shortcuts in Desk are only for

    • Is it possible to register webhooks in Zoho CRM using API?

      Hello, I am trying to register a webhook in Zoho CRM programmatically (using the API). Specifically, I want to register a webhook that is fired when new Contacts are created in the CRM. I was able to setup a webhook using the UI, by creating a rule that

    • Calls where the local audio is shared, have echo

      When another user is sharing their screen with audio, I get echo from my own voice. We tested this with multiple users, with different audio setups, and there's no obvious way to fix it. Is this a bug you could look into, or are we missing something?

    • Update application by uploading an updated DS file

      Is it possible? I have been working with AI on my desktop improving my application, and I have to keep copy pasting stuff... Would it be possible to import the DS file on top of an existing application to update the app accordingly?

    • Markdown support, code cells...

      Hi Zoho I'd like to vote for a feature that markdown is supported with: Headings Code highlighting Quoteblocks ... Furthermore a inline card(like inline sketch card) for special text like Code would be great. And just to add my vote as well for "Tags"!

    • Minimise chat when user navigates to new page

      When the user is in an active chat (chatbot) and is provide with an internal link, when they click the link to go to the internal page the chat opens again. This is not a good user experience. They have been sent the link to read what is on the page.

    • How do I fix this? Unable to send message; Reason:554 5.1.8 Email Outgoing Blocked.

      How do I fix this? Unable to send message; Reason:554 5.1.8 Email Outgoing Blocked.

    • Reports: Custom Search Function Fields

      Hi Zoho, Hope you'll add this into your roadmap. Issue: For the past 2yrs our global team been complaining and was brought to our attention recently that it's a time consuming process looking/scrolling down. Use-case: This form is a service report with

    • Zoho Projects app update: Voice notes for Tasks and Bugs module

      Hello everyone! In the latest version(v3.9.37) of the Zoho Projects Android app update, we have introduced voice notes for the Tasks and Bugs module. The voice notes can be added as an attachment or can be transcribed into text. Recording and attaching

    • zurl URL shortener Not working in Zoho social

      zurl URL shortener Not working in while creating a post in Zoho social

    • In the Zoho CRM Module I have TRN Field I should contain 15 digit Number , If it Contain less than 15 digit Then show Alert message on save of the button , If it not contain any number not want to sh

      Hi In the Zoho CRM Module I have TRN Field I should contain 15 digit Number , If it Contain less than 15 digit Then show Alert message on save of the button , If it not contain any number not want to show alert. How We can achive in Zoho CRm Using custom

    • Power of Automation::Streamline log hours to work hours upon task completion.

      Hello Everyone, A Custom Function is a user-written set of code to achieve a specific requirement. Set the required conditions needed as to when to trigger using the Workflow rules (be it Tasks / Project) and associate the custom function to it. Requirement:-

    • Zoho Bookings know-how: A hands-on workshop series

      Hello! We’re conducting a hands-on workshop series to help simplify appointment scheduling for your business with Zoho Bookings. We’ll be covering various functionalities and showing how you can leverage them for your business across five different sessions.

    • Custom report

      Hello Everyone I hope everything is fine. I've tried to To change the layout of the reports, especially the summary page report, and I want to divide summary of each section in the survey but I can't For example: I have a survey containing five different

    • Zoho Journey - ZOHO MARKETING AUTOMATION

      I’ve encountered an issue while working with a journey in Zoho Marketing Automation. After creating the journey, I wanted to edit the "Match Criteria" settings. Unfortunately: The criteria section appears to be locked and not editable. I’m also unable

    • Custom Fields in PDF outputs

      I created a couple of custom fields. e.g Country of Origin and HS Tariff Code. I need these to appear on a clone of a sales order PDF template but on on the standard PDF template. When I select "appear on PDFs' it appears on both but when I don't select

    • How to create a Service Agreement with Quarterly Estimate

      Hello, I'm not sure if this has been asked before so please don't get mad at me for asking. We're an NDIS provider in Australia so we need to draft a Service Agreement for our client. With the recent changes in the NDIS we're now required to also include

    • Change Currency symbol

      I would like to change the way our currency displays when printed on quotes, invoices and purchase orders. Currently, we have Australian Dollars AUD as our Home Currency. The only two symbol choices available for this currency are "AU $" or "AUD". I would

    • Zoho Social - Post Footer Templates

      As a content creator I often want to include some information at the end of most posts. It would be great if there was an option to add pre-written footers, similar to the Hashtag Groups at the end of posts. For example, if there is an offer I'm running

    • Allow to pick color for project groups in Zoho Projects

      Hi Zoho Team, It would be really helpful if users could assign colors to project groups. This would make it easier to visually distinguish groups, improve navigation, and give a clearer overview when managing multiple projects. Thanks for considering

    • Zoho Books - Quotes to Sales Order Automation

      Hi Books team, In the Quote settings there is an option to convert a Quote to an Invoice upon acceptance, but there is not feature to convert a Quote to a Sales Order (see screenshot below) For users selling products through Zoho Inventory, the workflow

    • Can't find imported leads

      Hi There I have imported leads into the CRM via a .xls document, and the import is showing up as having been successful, however - when I try and locate the leads in the CRM system, I cannot find them.  1. There are no filters applied  2. They are not

    • Custom Button Disappearing in mobile view | Zoho CRM Canvas

      I'm working in Zoho CRM Canvas to create a custom view for our sales team. One of the features I'm adding is a custom button that opens the leads address in another tab. I've had no issue with this in the desktop view, but in the mobile view the button

    • The connected workflow is a great idea just needs Projects Integrations

      I just discovered the connected workflows in CRM and its a Great Idea i wish it was integrated with Zoho Projects I will explain our use case I am already trying to do something like connected workflow with zoho flow Our requirement was to Create a Task

    • Zoho Projects MCP Feedback

      I've started using the MCP connector with Zoho Projects, and the features that exist really do work quite well - I feel this is going to be a major update to the Zoho Ecosystem. In projects a major missing feature is the ability to manage, (especially

    • email template

      How do I create and save an email template

    • Enhancements in Portal User Group creation flow

      Hello everyone, Before introducing new Portal features, here are some changes to the UI of Portals page to improve the user experience. Some tabs and options have been repositioned so that users can better access the functionalities of the feature. From

    • How do I filter contacts by account parameters?

      Need to filter a contact view according to account parameter, eg account type. Without this filter users are overwhelmed with irrelevant contacts. Workaround is to create a custom 'Contact Type' field but this unbearable duplicity as the information already

    • Can I add Conditional merge tags on my Templates?

      Hi I was wondering if I can use Conditional Mail Merge tags inside my Email templates/Quotes etc within the CRM? In spanish and in our business we use gender and academic degree salutations , ie: Dr., Dra., Sr., Srta., so the beginning of an email / letter

    • email moderation issue when email is sent in the name of a mail group

      Symptom: an email that is sent by a mail group moderator in the name of a moderated mail group is held back for approval. Reproduction: Create a moderated mail group with members and moderators. Allow that mails can be sent in the name of the group (extended settings). Send an email to the group as a group moderator, but in the name of the group. This mail is held back for moderation which is unexpected. Expected: A mail sent by group moderator to a moderated group are not held back for moderation

    • blank page after login

      blank page after logging into my email account Thanks you

    • Always display images from this sender – Is this feature available?

      In Zoho mail, I had my "Load external images" setting set to "Ask me", and that's fine. That's the setting I prefer. What's not fine though is I always need to tick "Display now" for each email I get, regardless if I've done that multiple times from several

    • Function #9: Copy attachments of Sales Order to Purchase Order on conversion

      This week, we have written a custom function that automatically copies the attachments uploaded for a sales order to the corresponding purchase order after you convert it. Here's how to configure it in your Zoho Books organization. Custom Function: Hit

    • Free webinar: Security that works: Building resilience for the AI-powered workforce

      Hello there, Did you know that more than 51% of organizations worldwide have experienced one or more security breaches, each costing over $1 million in losses or incident response? In today’s threat landscape, simply playing defense is no longer enough.

    • "Subject" or "Narration"in Customer Statement

      Dear Sir, While creating invoice, we are giving in "Subject" the purpose of invoice. For Example - "GST for the month of Aug 23", IT return FY 22-23", "Consultancy", Internal Audit for May 23". But this subject is not coming in Customer Statement. Only

    • Apply Vendor Credit Automatically

      Hello!!! Is there a way where in we can apply vendor credits automatically on the FIRST OUTSTANDING BILL of the vendor?? We have lots of VENDOR CREDITS ISSUES mostly!!! Applying it manually is a pain for us. Would be great if we have a way to apply the

    • Next Page