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

    • GCLID arrives not in CRM with iframe integrated ZOHO Form

      Hello amazing community, I enabled Adwords integration in ZOHO CRM. I have a ZOHO Form integrated in a wordpress. I tested iframe and Javascript. I enabled the "handover" GCLID in the ZOHO Form. When I add a GLID with http://www.example.com/?gclid=TeSter-123.

    • How to overcome Zoho Deluge's time limit?

      I have built a function according to the following scheme: pages = {1,2,3,4,5,6,7,8,9,10}; for each page in pages { entriesPerPage = zoho.crm.getRecords("Accounts",page,200); for each entry in entriesPerPage { … } } Unfortunately, we have too many entries

    • Add Webhook Response Module to Zoho Flow

      Hi Zoho Flow Team, We’d like to request a Webhook Response capability for Zoho Flow that can return a dynamic, computed reply to the original webhook caller after / during the flow runs. What exists today Zoho Flow’s webhook trigger can send custom acknowledgements

    • Bidirectional sync between Zoho Bookings and Zoho CRM - Part 1

      Hey, community members! The default integration between Zoho CRM and Zoho Bookings is unidirectional, which means that any appointments booked, rescheduled, or deleted in Zoho Bookings will be reflected in Zoho CRM. However, any modifications made to

    • Is it possible to edit placeholder text?

      In the master slides I want to make sure my templates have more meaning for the users and want to replace the standard placeholder text with something more instructional. Instead of "Click to edit Mast subtitle styles" I want to have "Click to enter reporting

    • Delay function execute

      I've got a workflow which uses a webhook to send information to Flow, which in return updates a record in Creator. Problem is, by the time this has executed, the rest of my script has run and can't find the (yet to be) updated info in the record. Is there

    • How to allow download of a file AFTER information is collected?

      I can't find this anywhere. Can someone help with what seems to be a pretty basic web function today? - File is stored in Workdrive - Prospect goes to a URL where the file is located - System requests prospect to enter "Name" and "Email" - An email is

    • Add Baseline methods to API

      There are no API methods for creating or querying baselines,  Use case: Customer is notified of the current project start date according to plan via another product/integration. We would like to auto create a baseline (Automated via API) at the point

    • Bulk Fill In & Edit PO/Bill/SO/Invoice

      Hello, I am adding stock in bulk on a PO, the system is automatically populating the Rate (price) and Tax from the item data. Problem is that the bill rate is different from the rate on the item data, so I have to manually erase each and enter the price.

    • Fixed Assets beg balance

      Hello, I trust you are well I'm a new zoho books user and I find it difficult to plug in the fixed assets balance and here's what I have done: 1- I imported the fixed assets data into the fixed assets module as per the instructions 2- the import process

    • Syncing with Google calendar, Tasks and Events

      Is it possible to sync Zoho CRM calendar, task and events with Google Calendar's tasks and events. With the increasing adoption by many major tool suppliers to sync seamlessly with Google's offerings (for instance I use the excellent Any.do task planning

    • CRM Deluge how can link attach file with workdrive file.

      Hi, We have create file at workdrive and would like to link to attachment at crm module by deluge. Right now can only upload it to attachment but can not link the file from workdrive. Thank you

    • Feature announcement: AI-powered document generator in Zoho Sign

      Hi there! We recently announced manual document creation by offering an editor within Zoho Sign. Today, we are excited to announce AI-powered document generation to help you draft agreements, purchase orders, and other important business documents in

    • Permanently deleted files

      Is there a way to get back permanently deleted files from your account if they were accidentally deleted and no longer recoverable from the recycling bin? I know I am probably screwed but I just figured I would ask.

    • Shared Mailbox in iOS app

      Hi, On the desktop I am using a Shared mailbox for our company's general mailbox that somebody else should be able to view. In the iOS app however I can't find it? Old sources on the internet says this isn't possible but that can't be right? Somebody

    • Tip #41- Simplify Compliance and Efficiency with Zoho Assist’s Data Cleanup Feature- 'Insider Insights'

      Managing device data efficiently is just as important as securing remote access. With Zoho Assist’s Data Cleanup feature, admins can easily remove outdated or unnecessary device records, keeping the console organized and secure. This action is carried

    • Revenue Management: #6 Revenue Recognition in Professional Services Industry

      If you run a consulting firm, agency, or any service-based business, you have a situation where you have signed the contract, maybe even sent the invoice, and have received some initial payments. So, can you consider this as revenue? What if the project

    • Zoho fsm scheduled maintenance dispatch

      Hi, I'm reaching out regarding an issue I'm encountering with the Scheduled Maintenance feature in Zoho FSM. I’m trying to configure it so that it automatically dispatches all maintenance jobs scheduled within the next 150 days, starting from today. However,

    • zoho.inventory.getRecords returns no records

      I running a custom function (Deluge) in Zoho Flow with a connection to Zoho Inventory. To debug the problem, I created the test function below. It returns "Number of contacts fetched: 0". This confirms that there's no issue with the org ID or connection

    • Zoho Campaigns Event timestamps do not propagate to Zoho CRM

      We have integrated Zoho CRM and Zoho Campaigns. But when looking at Contact records, the Campaign event data is missing the actual timestamps: especially when a particular email was sent. They're not in the Campaigns related list, and the cannot be found

    • Feature announcement - Simplifying document creation with Zoho Sign

      Hi there, We are pleased to announce the release of our document creation feature, enabling you to create, edit, and finalize documents like agreements, purchase orders, and contracts without relying on external tools or applications. <br> This

    • Integrating File Attachments in Zoho Flow Email Notifications

      Hi, I would like to be able to send an email once an entry is made in a form, and in this email, I would like to attach a file that has been added to the form using the ImageUpload (or FileUpload) widget. So, I started by creating a flow that will trigger

    • Zoho project purchases

      Hi Folks, I think having a purchase module in projects will help in putting together a project p and L. Project wise purchases and expenses.  Do let me know your thoughts.

    • Create Tasklist with Tasklist Template using API v3

      In the old API, we could mention the parameter 'task_template_id' when creating a tasklist via API to apply a tasklist template: https://www.zoho.com/projects/help/rest-api/tasklists-api.html#create-tasklist In API v3 there does not seem to be a way to

    • How can I restore all the deleted Time entries of a Task in Zoho Projects

      How can I restore all the deleted Time entries of a Task in Zoho Projects? Query: In Zoho Projects, I cloned a task and deleted the time entries from the cloned task. However, this also deleted the time entries from the original task. How can I restore

    • Is there a way to make an account inactive in ZoHo Desk

      We have a few Clients "Accounts" that we no longer do business with. It would be beneficial for them to not show up in lists. However, we want to go back and view tickets, time, etc.

    • How to set the value of the Phone field importing contacts in Zoho Desk

      Hi everyone, i'm new in Zoho Desk, we're setting up the environment and i'm importing contacts from another CRM using a file CSV and i'm getting a problem with phone numbers (italian): the leading zero is cut away, also if the value is inside double quotes.

    • Set Custom Icon for Custom Modules in new Zoho CRM UI

    • Deprecation Notice: OpenAI Assistants API will be shut down on August 26, 2026

      I recieved this email from openAI what does it means for us that are using the integration and what should we do? Earlier this year, we shared our plan to deprecate the Assistants API once the Responses API reached feature parity. With the launch of Conversations,

    • How to center a field inside a section?

      I’ve been trying to center a field inside a section in Zoho Canvas. When I align it visually, it looks centered in the editor, but after clicking Save, the field appears misaligned on the actual canvas. I also tried setting the field to full width, but

    • Kaizen #192 - Implementing Custom Token Persistence in Python SDK

      Welcome back to another week of Kaizen! Last week, we discussed how to implement Login with Zoho using OAuth 2.0 and saw how to bring it to life in a real-world application with the Zoho CRM Python SDK. We also discussed how Zylker Academy built a custom

    • Showing the map along with mileage expense

      When you use the GPS to track mileage, it shows you the map of the actual path travelled. It would be very useful and practical to save that map with the mileage expense, so that when the report is created, it provides a map of each mileage expense associated

    • Enable Validation Rule for Multi-Select Picklist Field

      Zoho, Please allow validation rules for multi-select fields.

    • File Upload field not showing in workflow

      Hi, I have added a field on Zoho CRM. I want to use it in a workflow where that particular field is updated based on another field, however it is not showing up in the field list to select it in the workflow. Why is this please?

    • CRM Custom function updating a module record shows the Super Admin user as the record modifier

      Dear Zoho CRM Team, Is there any way to update this so that when a custom function has updated a record the Super Admin user doesn't become the modifier? This happens on the record as a modifier and shows up in the audit logs. It would be more useful

    • Best practice importing items and matching assemblies

      Hi, I was wondering what would be the best practice to import items and composite items (assemblies) From my backup, what should I import first? The items or the composite items? I am on Zoho one, using inventory and books. Kind regards, Sabine

    • Best way to fetch employee names from Zoho People into Zoho Creator Inventory Stock Form field Employee Name Lookup

      Hi Team, I have a requirement in my Zoho Creator application (Inventory Stock Adjustment) where I need to fetch employee names from Zoho People and use them as a lookup in a form. Currently, I am considering using an integration field to fetch this data

    • get file api is returning Junk data

      I am working on extension development where at one point I need to retrieve attachments on records I found out I can use only invokeconnection and not invokeurl in extension development The invoke connection returns the image in raw binary format. When

    • Need help with message box

      End user updates many records at once. Each have unique serial number. They want a confirmation box that says starting number, ending number and qty. Is there any way to do this? I been searching and asking support but seems like no great solution.

    • [Webinar] The Transformative Power of Gen BI

      Traditional decision-making tools are no longer enough. The integration of generative AI into business intelligence (BI) is proving to be a true game changer—enabling businesses to make faster, smarter, and better informed decisions. Early adopters of

    • Next Page