Contacts: Lookup with Filters and Tags – Solertiae

Filters narrow down your contact list by specific criteria. A single filter or a combination of filters can be used to display a specific list of contacts.

To find the Contacts Filters menu, go to the “Contacts” tab and you'll see a dark grey bar on the left side of the window. This can be collapsed and expanded by the "<<" and ">>" button. You'll find the TAGS section at the top and the FILTERS just below that.

Lookup with a Single Filter

When you add a Filter you will see the number of filters applied appear after the Filter menu title (i.e “1 filter applied.” For this example, we searched by Status and filtered by Partner - Financial.

Lookup with Multiple Filters

When you add more Filters you will see the number of filters increase at the top of the dark grey sidebar i.e. “2 filters applied”. For this example, we searched by Status, and selected Partner - Special. Then, under Contact Location and Country, chose Canada from the list.

At any time you can clear all current filters by clicking on "Reset Filters"

Using Tags as Filters:

Lookup by a Single Tag

Under Tags, click on a single tag (i.e. mouse). Your list should show only contacts who have this tag.

Lookup by Reverse Tag

It can be helpful to search by “Reverse Filter” for Tags, searching for all contacts who DO NOT have a tag. In the example above, clicking on the "mouse" tag resulted in seeing 6 contacts, but, a reverse search of this tag will pull up a list of all contacts that do not have this tag.

Under Tags, click on a single tag (i.e. mouse). Your list should show only contacts who have this tag.
Click on this single tag again. It will turn from blue to red. Your list should now show only contacts who DO NOT have this tag.
Click on this tag a third time to deselect this tag as a filter.

Lookup by Multiple Tags

Choose multiple tags to further narrow your search.
In the example below two tags are selected: “seminary” and “prayer.” All contacts listed meet both criteria.

Saved Filters

Once filters have been applied, you can save a particular search with multiple filters for future use.

On the left, scroll up until you see the number of Filters Applied (i.e. Filter (2).
Below the applied filters, click the Save button.

Type in a Filter Name and click Save.

On the left, scroll down to the bottom to see the filter you just saved.

It is located under Saved Filters.

Status

A Status is used to track how your contacts progress through each MPD phase and how they will partner with you in your ministry.

This “Status” is set within a Contact’s Page in the topmost section. Click on the field for a dropdown menu to change the Status.

When using Contact Filters you can Search by a single status ( i.e. “Cultivate Relationship”), multiple statuses (i.e. “Cultivate Relationship” and “Ask For Appointment”), or by contact Status Category (i.e. “All Active”, “All Hidden”, “None.”

“All Active” includes all Contacts with an "Active" status: Never Contacted, Ask in Future, Cultivate Relationship, Contact for Appointment, Appointment Scheduled, Call for Decision, Partner - Financial, Partner - Special, Partner - Prayer.
“All Hidden” includes all Contacts with a "hidden" status: Not Interested, Unresponsive, Never Ask, Research Abandoned, Expired Referral.
“None” includes all Contacts with no status entered.

You can use the “Reverse Filter” icon to select statuses who DO NOT have the selected status type (i.e. a list of all contacts who DO NOT have the status “Contact for Appointment”). When you are searching by reverse filter the filter will turn red. Click the arrows icon again to return to the non-reversed filter search.

Contact Location

A Contact’s Location is set within A Contact’s Page in the Addresses tab of an individual contact.

When you use the Contact Location Filters, you can specify your search by “Address Type.” There are several address type options available to choose from:

Primary Address: The address entered and listed for a contact that is marked “Primary” within that contact’s page
Active Address: Any address listed in the system that is NOT marked “Address No Longer Valid”
Inactive Address: Any address listed in the system that is marked “Address No Longer Valid”
Any: Any address listed in the system.
You can also filter by “City”, “State”, “Country”, “Metro Area”, or “Region”.
The option exists to do a “Reverse Filter” search of each of the filter options. When selected Partner Essentials will include all contacts who DO NOT have the selected filter.

Gift Details

A Contact’s Gift Details are determined by the donations received and recorded on A Contact’s Page in the Donations section.

When filtering using “Gift Details” there are several possibilities:

Gift Options:
- Any
- No Gifts
- One or More Gifts
- First Gift, or Last Gift
Exact Gift Amount: Choose a specific gift amount listed in the dropdown menu to find the contacts who have given that gift amount
Gift Amount Range: Set a “min” or minimum, then “max” or maximum gift amount range to see a list of contacts who have given within the amount set
Gift Date: Set a “Start Date” and “End Date” to see a list of contacts who have given a gift in this date range
- Begin by selecting a “Start Date.” You can click in the Gift Date field and use the calendar option to page through months and choose a day, month and year.
- End by selecting an “End Date” using the same process as above.
- If you are having trouble, use the “Clear Filters” option to refresh your search.
Next Increase Ask: You can enter this date in the “Partnership Info” tab of the Donations tab. Click the pencil icon to edit. The filter will pull all Contacts with a next increase ask date within whatever date range is entered in the filter.
Designation Account: Choose between ministry accounts. Pick one, multiple, or “Any” from the filter options.

“See More Filters”

Click “See More Filters” to expand the filters menu beyond the most used filters.
Click “See Fewer Filters” to return to the simplified list of the most used filters.