Advanced searches in ClientLook
Searching in ClientLook is incredibly powerful yet very simple. Unlike some other CRM solutions that require you to first create a “View” and then go back and run it just to do a simple search, ClientLook makes it easy to quickly find anything you are looking for instantly. You can search for any combination of fields and groups, including ranges for any fields that are dates, numbers or dollar amounts. This allows you to slice and dice your database anyway you want. Below, we’ll give you an example of how this works in the “Contacts” module, but it works the same way everywhere in ClientLook.
Opening the advanced search form
To start, go to the module you want to search. I’m already in the “Contacts” module. Then simply click the “Advanced Search” link at the upper right side of the screen, to the right of the “Fast search” box and to the left of your name.
This will open up the advanced search form for the module you have chosen.
Viewing the available search fields
The search form shows the names of all the fields available in this module, including not only built-in ClientLook fields but also any custom fields you have added yourself. After a field name you will see an operator (more on that later), and then a text entry box.
You can fill in as many fields as you want to search. If you do choose to query multiple fields, your contacts will have to match all of the requirements you search for in order to be included in the resulting list of matching people.
Filling in search fields
To specify something you would like to search for, simply type your text in the entry box, followed by the or key. This sets that search term in the box, and allows you to then enter another. You’ll notice on this screen shot that I’ve asked ClientLook to search for all contacts with a first name of either Robert, Bob, Rob or Bobby.
I’ve also asked for only contacts at companies with names that contain the text string “Cushman”. The search will find this string no matter where it is in the company name.
The piece of the puzzle that sometimes confuses people is the “operator” or search option available for specifying the values to be searched in each field. Here is a list of those operators and what they mean:
Is (any): This means that the item you are searching for can be any of several values you enter. For example, State is any of the following: “CA, CO, TX, AZ”. This will find all contacts in any of those states.
Is (all): This means the field has to contain ALL of the values you enter. Example: Property interest is all of the following: “Office, Retail”. This would find all contacts you are interested in both office and retail. If they are only interested in one or the other, or anything else, they won’t be on the search results list.
Contains (any): This allows you to search for a string of characters within the field, rather than having to match the entire contents of the field. Example: Company name contains “Cushman”. This will find Cushman & Wakefield, Cushman and Wakefield, or Bob Cushman Enterprises.
Doesn’t contain: This find things that don’t match the search term. Example: Broker type doesn’t contain “Tenant Rep”. This will find all brokers who do not work in tenant representation.
Is empty: This finds all records where the specified field does not contain any data. Example: Email address is empty. This gives you a list of contacts for whom you haven’t entered an email address.
Is not empty: This is the opposite. It finds contacts with anything at all entered into that field, as long as the field isn’t completely empty. Example: Website is not empty. This gives you a list of everyone with a website address listed on their record.
Searching for ranges
If you are searching a field that is defined as a date, number, currency or percent, then you are given the option to search a range of values. Just fill in a lower limit, an upper limit, or both.
You don’t have to fill in both if you want to search everything above the starting value or below the ending value. Just enter the limit that you care about and leave the other box empty.
When you are done entering everything you want to find, just click the “Search” button and off you go!
As you can see, finding anything you want in ClientLook is fast and easy!