Searching and filtering in NexJ CRM

Several workspaces in NexJ CRM have tools that enable you to search for and filter records related to the subject area associated with the workspace. For example, on the Contacts workspace, you can search for contacts including companies, households, and users. On the Opportunities workspace, you can search for parent and product opportunities using various criteria.

NexJ CRM also provides you with search options that you can use while you perform tasks in various workspaces. For example, when adding a fund, you can use the search field to find a parent institution to assign to the fund. On the Inbound calls workspace, which you use when you answer a call from a client, you can search by the caller’s phone number to easily locate their contact record.

The following search and filter tools are available in NexJ CRM :

Predefined filters

A predefined filter is a search filter that is provided by default in a NexJ CRM workspace. You can use predefined filters to quickly find records that match the filter criteria. You can also create your own filters from predefined filters.

Commonly used predefined filters for each workspace are available in the Set Filter drop-down. For example, the Contacts, Companies, Households, and Users filters are available by default on the Contacts workspace. Additional filters are available under Other Filters .

User-defined filters

A user-defined filter is a search filter that a user creates based on various search criteria available in NexJ CRM . You create user-defined filters either by selecting New Filter in the Set Filter drop-down or by modifying a predefined filter and saving it as a new filter. When creating a filter, you can choose to add it to your favorites so that it displays in your Set Filter drop-down. User-defined filters that are not added to favorites display under Other Filters .

Other filters

Other Filters displays all available filters for a workspace, including filters that currently do not display in the Set Filter drop-down. You can use Other Filters to search using any of the available filters for the workspace. Click Manage Filters to add or remove filters from the Set Filter drop-down.

Quick find tool

You can use the quick find tool to enter search criteria and perform simple searches such as a search based on the full name of a contact. You can also perform advanced searches based on a combination of criteria including categories, companies, cities, and saved list names. You can use functions, operators, and wildcard characters to specify search criteria.

System-defined queries

A system defined query is a search query that an administrator creates and makes available for users to search for contacts in NexJ CRM . System defined queries are useful because they allow an administrator to set up commonly and frequently used search queries once for multiple users, rather than users configuring queries individually. System defined queries provide an additional way for you to search for contacts without having to define the criteria yourself.

Advanced filters

Advanced filters enable you to select from filter criteria organized into various categories in NexJ CRM to find relevant results. For example, in the Opportunities workspace, you can use the Template and Stage advanced filters to search for all cash management opportunities that are currently in planning and research stage. Advanced filters also support searching by date, sound, sector, industry, company, or ticker.

Saved lists

A saved list is a custom list of contacts that may not otherwise share a common characteristic or property. You can create saved lists and use them, for example, to assign activities to contacts, send batch emails, and perform batch printing. You can use the Manage Saved Lists dialog to make a saved list easily accessible through the Set Filter drop-down.

Related links

Working with user-defined filters
Saved lists
Using advanced filtering options
Searching by date
Searching based on sound
Searching by sector, industry, company, or ticker
Using the quick find tool and contact list

Searching and filtering contacts

To find a specific contact or a group of contacts that meet certain search criteria, you can use a combination of a user-defined filter, the quick find tool, and additional filter criteria.

Above the contact list on the left side of the Contact workspace, there is a quick find field and a drop-down user-defined filter field. You always need to specify a user-defined filter in the filter field. You can also type some search criteria into the quick find field. Alternatively, you can use advanced filter options to further limit which contacts are displayed in the contact list.

Contact list overview

You can use the quick find field and the drop-down filter field at the top of the contact list to search for contacts within the database. Results are displayed in the contact list. Clicking a contact in the list opens that contact's profile in the profile area on the right side of the Contacts workspace.

The field above the quick find field at the top of the contact list displays the user-defined filter that has been applied to the current results.

You can change the filter by clicking the Set Filter button in the filter field above the search field. The Set Filter menu contains your favorite saved filters. You can also select the following additional options:

Other Filters
Allows you to choose from the complete list of available saved filters.

New Filter
Allows you to create a new filter for your own use. You can run the filter immediately or save it to be reused later. In addition, if you have appropriate permissions, you can create a new filter to be shared with other users.

Manage Filters
Allows you to specify which saved filters should appear on the Set Filter menu, and in what order.

System Defined Queries > <QueryName>
Searches only within those contacts that satisfy the conditions of a system-defined query.

Saved Lists > <ListName>
Searches only within a saved list.

Completed Batch Processes
Searches for contacts related to your batch processes. Batch processes affect a group of contacts, rather than an individual contact, such as sending group emails.

You can modify the currently selected filter by clicking the Edit button in the filter field above the quick find field. Use the Edit Filter dialog to modify the filter criteria and then run or save the modified filter.

Working with user-defined filters

In several locations in NexJ Customer Relationship Management , you can use predefined saved filters instead of specifying the filter criteria each time you attempt a search. A user-defined filter is search filter that a user creates based on various search criteria available in NexJ CRM .

This filtering functionality is available on the:

• Contacts workspace, in both the contact search and in the Activities subtab on the Journal tab
• Events workspace, in the events search for both the Calendar and Event List tabs
• Holdings workspace, in the holdings search
• Home workspace, in the Service Level Management , Events , My Contacts' Recent Activities , and My Tasks tabs
• Leads workspace, in the leads search
• Opportunities workspace, in the opportunities search
• Schedule workspace, in the Tasks , My Delegated Tasks , and My Approval Tasks tabs
• Service Requests workspace, in the service requests search
• Transactions workspace, in the transactions search

Some predefined filters are available to you by default. You can also create new filters for your own use. Depending on your security settings, you might be able to make your filters available to other users.

Adding new user-defined filters

Create a new user-defined filter to help you search for activities, contacts, leads, or tasks.

To add a new filter:

1. In the filter field, click the Set Filter button  and select New Filter .
   The New Filter dialog opens.
2. In the Subject Area field, select the subject area.
   Use the subject area to limit the kinds of items to include in the filter. The available subject areas depend on the type filter that you create. For example, if you create a new contact filter, subject areas include Companies, Contacts, Companies & Contacts, Funds, Households, and Users. If you create a new task filter, the subject areas are Approval Task and Tasks. If only one subject area is available, the Subject Area field becomes inactive.
3. Add one or more filter criteria.
   1. In the Field field, select which field the filter criteria should apply against.
   2. In the Condition field, select the condition to apply to the selected field.
   3. In the Value field, specify the value that should meet the condition.
   4. To add another filter criteria, click Add Filter Criteria . Complete the fields in the row that appears. At the end of the previous row, specify the operator that describes the relationship between the filter criteria. Use the AND operator to specify that both criteria must apply. Use the OR operator to specify that either criteria can apply.
   For example, to find all female contacts who are younger than 30, add two filter criteria:
   • In the first row, in the Field field, specify Age. In the Condition field, specify less than. In the Value field, specify 30.
   • In the second row, in the Field field, specify Gender. In the Condition field, specify equals. In the Value field, specify Female.
   • At the end of the first row, ensure that the operator is set to AND.
4. If needed, remove or adjust the order of the criteria.
   • To remove a filter criteria, click the Delete button at the end of the row.
   • To adjust the order of the criteria, click the up and down arrows at the start of each row.
5. To use advanced operators to describe the relationships between the filter criteria, select Use advanced logical expression .
   When you select Use advanced logical expression , the text field below it becomes editable and the operators on the right of each row are removed.
   Use the text field to specify the order and relationship between the filter criteria. The criteria are referred to by the number on the left of each row.
   Use parentheses to specify the order in which your filter criteria validate. For example, to validate filter criteria 1 and 2 before 3 and 4, enter the following expression: ((1 AND 2) AND 3 AND 4).
   Use AND, NOT, and OR operators to specify the relationship between the filter criteria. For example, to validate either 1 or 2 before either 3 or 4, enter the following expression: ((1 OR 2) AND (3 OR 4)).
6. To finish creating a new filter, do one of the following.
   • To verify that the filter finds the desired the results, without permanently saving the filter, click Run . The New Filter dialog closes and the filter runs. The results of the filter display below the filter field. To continue working on the filter, click the Edit button in the filter field.
   • To save the filter, click Save As . In the Save Filter dialog that appears, complete the following fields in the Detail tab as required.
     Name
     A unique name for the filter.
     Add to Favorites
     Indicates whether this filter appears on the list of default filters in the Set Filter menu.
     Description
     A description of the filter.

     Specify the view and edit security settings for the filter in the Security tab. Specify whether all users, a group of users, or only you can view or edit the filter. Click Save to save your filter.

The new filter has been created. It is now specified in the filter field and only the matching results are displayed in the list below it. The new filter is listed in the Set Filter > Other Filters dialog.

Depending on your settings, it may also appear on list of default filters in the Set Filter menu. Depending on your security settings, it may also be visible to other users.

Editing existing user-defined filters

You can edit an existing user-defined filter to modify the criteria used in a search or to create a new filter based on the criteria in an existing filter.

To edit an existing user-defined filter:

1. In the filter field, click the Edit button  .
   The Edit Filter dialog opens.

2. [Optional] In the Filter Name field, click the Edit button . In the Filter Properties dialog that appears, change the name and description of the filter and click Save . In the confirmation dialog that appears, click OK .

   This immediately changes the name of the existing filter. Even if you later click Cancel in the Edit Filter dialog and make no further changes to the filter, the name of the existing filter changes as soon as you click OK on the confirmation dialog.

   If the filter was originally created by someone else, you may not have the appropriate security settings to edit the filter. In this case, the Edit button is unavailable. You need to click Save As and create a new filter instead.

3. In the Subject Area field, select the subject area.
   Use the subject area to limit the kinds of items to include in the filter. The available subject areas depend on which filter you edit. For example, if you edit a contact filter, possible subject areas are Contacts, Companies, Households, and Users. If you edit a task filter, the only possible subject area is Tasks. If only one subject area is possible, the Subject Area field becomes inactive.
4. Add one or more filter criteria.
   1. In the Field field, select which field the filter criteria should apply against.
   2. In the Condition field, select the condition to apply to the selected field.
   3. In the Value field, specify the value that should meet the condition.
   4. To add another filter criteria, click Add Filter Criteria . Complete the fields in the row that appears. At the end of the previous row, specify the operator that describes the relationship between the filter criteria. Use the AND operator to specify that both criteria must apply. Use the OR operator to specify that either criteria can apply.
   For example, to find all female contacts who are younger than 30, add two filter criteria:
   • In the first row, in the Field field, specify Age. In the Condition field, specify less than. In the Value field, specify 30.
   • In the second row, in the Field field, specify Gender. In the Condition field, specify equals. In the Value field, specify Female.
   • At the end of the first row, ensure that the operator is set to AND.
5. If needed, remove or adjust the order of the criteria.
   • To remove a filter criteria, click the Delete button at the end of the row.
   • To adjust the order of the criteria, click the up  and down  arrows at the start of each row.
6. To use advanced operators to describe the relationships between the filter criteria, select Use advanced logical expression .
   When you select Use advanced logical expression , the text field below it becomes editable and the operators on the right of each row are removed.
   Use the text field to specify the order and relationship between the filter criteria listed above. The criteria are referred to by the number on the left of each row.
   Use parentheses to specify the order in which your filters are validated. For example, to validate filter criteria 1 and 2 before 3 and 4, enter the following expression: ((1 AND 2) AND 3 AND 4).
   Use AND, NOT, and OR operators to specify the relationship between the filter criteria. For example, to validate either 1 or 2 before either 3 or 4, enter the following expression: ((1 OR 2) AND (3 OR 4)).
7. To finish editing the filter, do one of the following.
   • To verify that the filter finds the desired the results, without permanently saving the changes, click Run . The Edit Filter dialog closes and the filter runs. The results of the filter are displayed in the list below the filter field. To continue working on the filter, click the Edit button  in the filter field.

   • To save the changes to the filter, click Save & Run . Click OK in the confirmation dialog that appears.

     If the filter was originally created by someone else, you may not have the appropriate security settings to edit the filter. In this case, the Save & Run button is inactive. You need to click Save As and create a new filter instead.

   • To create a new filter, click Save As . In the Save Filter dialog that appears, complete the following fields in the Detail tab as required.
     Name
     A unique name for the filter.
     Add to Favorites
     Indicates whether this filter appears on the list of default filters in the Set Filter menu.
     Description
     A description of the filter.

     Specify the view and edit security settings for the filter in the Security tab. Specify whether all users, a group of users, or only you can view or edit the filter. Click Save to save your filter.

The filter has been updated. It is now specified in the filter field and only the matching results are displayed in the list below it. The new filter is listed in the Set Filter > Other Filters dialog.

Depending on your settings, it may also appear on list of default filters in the Set Filter menu. Depending on your security settings, it may also be visible to other users.

Using the quick find tool and contact list

You can search using a contact's name by entering the full name into the quick find field and clicking the Find button .

The Find function has a great deal of flexibility to match your needs. You may enter <last name>, <first name> as an alternative search for a specific contact or user. You can also enter partial names, or even just a few letters, and the Find tool will return any contacts whose names contain the entry, as long as the contacts are found in the specified user-defined filter.

Search for a set of contacts by adding additional search terms:

• Search by category with +"<category name>".
• Search by company with @"<company name>".
• Search by city with city:"<city name>".
• Search by saved contact list with list:"<list name>".

You can combine any of the preceding tools to create specific searches, for example:

• j smith @"NexJ Systems"
• JOHN SMITH city:Toronto
• sm, j
• city:Toronto
• +golfer

Advanced filtering

If you do not want to use the quick find tool by simply typing into the search field, you can use the advanced filtering functionality instead.

You can access the advanced filtering functionality by clicking the Show Filter button to the right of the quick find field.

Using advanced filtering, you can search for a contact based on filter criteria which are organized in the following sections:

• Name and Profile
• Location
• Coverage Team
• Campaign
• Date
• Service Model
• Financial Account
• Holdings
• Transactions
• Service Request

When Capital Markets functionality is enabled, the following sections are also enabled:

Sector, Industry, Company, Ticker
In the Sector, Industry, Company, Ticker section, you can expand the section to search for contacts using industry taxonomy.

Subscriptions
In the Subscriptions section, you can expand the section to search for contacts using a research subject.

Each section contains separate fields that allow you to specify details of that search. For example, to search for people with a last name of Smith who live in the city of New York, you would fill in the Last Name field within Name and Profile section and the City field within Location section.

Both the quick find field and the advanced filter criteria fields support the * and ? wildcard characters. The * wildcard is a place holder for a string of text of any length, including spaces, while the ? wildcard represents a single alphanumeric character. For example, entering S*H could be used to return all contacts containing an S before an H in their last names, such as Smith, Sachs, or Schmid. Use the ? wildcard as a place holder for a single character of your search that you are unsure of. For example, RE?D could be used when you are unsure how a contact's name is spelled, for example Reed or Reid.

If the filter criteria is not cleared before you return to the basic find state from the advanced find state, any search you perform will include the uncleared search criteria. Be sure to clear all search fields before returning to the basic find state.

Using advanced filtering options

You can perform detailed searches in NexJ CRM using the advanced search feature.

To run an advanced search for contacts:

1. Navigate to the Contacts workspace.
2. Click the Show Filter button  to the right of the search field.
3. Expand the desired type of search field by clicking on the search sections. For example, to search by status, tier, category or custom field, expand the Name and Profile search section.
4. Enter the desired search criteria, and click Run .
   As you enter your search criteria, it displays as read-only text below the search field in the Filtered by field.

The contact list is refreshed. Only the contacts that fit all the specified filter criteria as well as the user-defined filter specified above are now displayed in the contact list.

To hide the expanded advanced filtering criteria, click the Hide Filter button .

Clear the filter criteria before you hide the advanced filtering options. Otherwise, any search you perform will include the uncleared search criteria.

Searching based on sound

Find is equipped with an advanced "Sounds Like" search capability. If you are not sure of the spelling of the contact's name, but can spell the name phonetically, you can search based on this criteria.

To search for a contact based on the sound of their name:

1. Navigate to the Contacts workspace.
2. Click the Show Filter button  next to the search field.
3. Expand the Name and Profile section of the advanced search.
4. Type in either a first name or last name, or both, that "sound" close to the name you are actually looking for.
5. Select the Sounds Like checkbox.
6. Click Run .

Contacts with similar sounding names appear in the results pane. For example, searching a last name 'Tyler' can return contacts whose last name is 'Taylor'.

Searching by date

Use the Date search section in the advanced search options to find contacts based on related dates, such as birthdays, graduation dates, or job start dates.

You can search for specific dates (dates including a day, month, and year) or for anniversary dates (dates recurring on a specific day and month every year).

To search using dates:

1. Navigate to the Contacts workspace.
2. Click the Show Filter button  to the right of the search field.
3. Click Date to expand the date search options.

4. Select a date type to be searched from the Date Type field. These date types are customized in NexJ Admin Console, and are recorded by the NexJ CRM activity tracking system.

   As you enter your search criteria, it displays as read-only text below the search field in the Filtered by field.

5. [Optional] To search for specific date ranges which include years, specify date range and search criteria in the fields directly below the Date Type field.
   • To search for dates after a specified date, select > in the first field and enter the date in the second field.
   • To search for dates after or the same as a specified date, select >= in the first field and enter the date in the second field.
   • To search for dates before a specified date, select < in the third field and enter the date in the fourth field.
   • To search for dates before or the same as a specified date, select >= in the third field and enter the date in the fourth field.

   For example, if you select Last Update for the date type, and enter > Jan 1, 2008 and <= Jan 15, 2008 in the date fields, the contact list will display a list of all contacts whose records were last updated between January 2, 2008 and January 15, 2008 inclusive.

6. [Optional] To search for recurring annual events, without including the year, specify the date range and search criteria in the Anniversary row.

   Specify the month and day ranges in the four fields in the Anniversary row. The four fields let you choose the range using months and days only.

   For example, if you select Birthdate as the date type, and enter June 1 and June 25 in the date fields, the contact list will display a list of all contacts who were born between those days, regardless of year.

7. Click Run .

The list of all contacts that meet the date range and search criteria now appears in the contact list below the advanced search options.

Searching by sector, industry, company, or ticker

Use the Sector, Industry, Company, or Ticker search in the advanced search options to find contacts that are associated with a sector, industry, company, or ticker. A contact becomes associated when a sector, industry, company, or ticker is added to a schedule item, task, email, stock interest list, event meeting, or subscription.

This topic applies only when Capital Markets functionality is enabled.

When you search, you select a sector, industry, company, or ticker. Then you specify which types of items to search. You can search on schedule items, event meetings, tasks, emails, stock interests, and subscriptions. You can also limit the range of the search to those records created or updated within a time range.

To search by sector, industry, company, or ticker:

1. Navigate to the Contacts workspace.
2. Click the Show Filter button  to the right of the search field.
3. Click Sector, Industry, Company, Ticker to expand the taxonomy search options.
4. In the Taxonomy field, enter a search value or click the Select button  and select sector, industry, company, or ticker in the Select Taxonomy dialog and click OK .
   The Date field and further search options become available.
5. Use the Date fields to search only items within a specified time in the past.
   You can only specify the start of the date range. The end-point of the search is always today.

6. Select the items that you want to search on.

   You must select at least one of the available items. For example, to search for contacts present in schedule items related to Apple Inc, type AAPL in Taxonomy and select the Schedule Item checkbox. If you select only a sector, industry, company, or ticker without selecting an additional scope option, the search will not return any companies.

7. Click Run .

The contact list updates to show all contacts associated with the taxonomy through one of the specified items types.