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Advanced Search and Smart Filters in the Leads Dashboard

Build targeted lead lists and save your most-used searches for one-click access in Sierra Interactive's CRM.

Table of Contents

  1. Overview
  2. Using Advanced Search
  3. Creating and Managing Smart Filters
  4. Smart Filter Use Cases
  5. Best Practices
  6. Troubleshooting Common Issues
  7. FAQs

Overview 

Advanced Search and Smart Filters give you precise control over which leads appear in your Lead Dashboard. Use Advanced Search to filter your database by criteria like lead activity, tags, property search behavior, and task history. Save any search as a Smart Filter for one-click access later.

Both tools are available in the Lead Dashboard and in Lead Ponds.

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Using Advanced Search 

using_advanced_search

  1. Navigate to Leads > Lead Dashboard.
  2. Click the Advanced Search button on the right side of the dashboard.
  3. A Select Criteria dropdown will appear below the All Leads tab. Click it to choose a filter from one of four categories:
    • Lead Profile / Contact Info
    • Lead Engagement
    • Lead Property Search Activity
    • Tasks and Action Plan Activities
  4. After selecting a criterion, a second dropdown will appear. Choose a condition (e.g., Is in the Next, Is Present).
  5. Depending on your selection, a third input field may appear — enter a value (e.g., 7 for "Is in the Next 7 days").
  6. Click Add Filter. The filter appears as a tag above the dropdown and your lead list updates in real time.
  7. Repeat to stack additional filters and build more targeted queries. All filters use AND logic — a lead must meet every condition to appear in the list.
  8. To remove a filter, click the X on its tag.

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Creating and Managing Smart Filters

If you use the same search criteria regularly, save it as a Smart Filter for one-click access from the Lead Dashboard.

Save a Smart Filter
  1. Build your search using Advanced Search.
  2. Click Save as Smart Filter.
  3. Enter a name (required) and an optional description.
  4. Click Save. The filter now appears as a button below the Advanced Search section and is visible only to your user account.save_smart_filter
Edit, Reorder, or Delete Smart Filters
  1. Click three dots in the right-corner.
  2. Select Edit Smart Filters.
  3. From here you can:
    • Drag filters to reorder them using the handle icon
    • Edit a filter — click Edit, adjust the criteria on the dashboard, then click Update Smart Filter
    • Delete a filter
      edit_smart_filter
Set a Default Smart Filter
  1. In the Edit Smart Filters view, check the box next to the filter you want to load by default.
  2. That filter will now apply automatically whenever you open the Lead Dashboard.

⚠️ Smart Filters are user-specific. They are not shared across accounts and will not be visible to other users or managers.

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Smart Filter Use Cases

Because Smart Filters use AND logic, they're well-suited for building dynamic, self-updating call and follow-up lists. Once you contact a lead and they no longer match all conditions, they drop off the list automatically.

Follow Up with Prime Leads

Target high-intent leads who are active but overdue for a call:

  • Lead Status (Buyer or Seller Status) = Prime
  • Last Active on Website < 10 days
  • Last Phone Call Placed > 7 days
Stay in Touch with SOI / Past Clients

Build a rotating call list for your sphere of influence:

  • Lead Tag = SOI
  • Last Phone Call Placed > 90 days

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Best Practices

  • Name Smart Filters descriptively so their purpose is obvious at a glance (e.g., Prime Leads – Active 10 Days, New Leads – Last 7 Days).
  • Organize filters left to right by priority as your highest-urgency lists should be the first ones you see.
  • Set a default Smart Filter to skip the generic All Leads view and land directly in your daily work queue.
  • Layer multiple criteria for hyper-targeted outreach (e.g., buyers active in the last 30 days without an assigned agent).
  • Review and update saved filters periodically as your workflows evolve.

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Troubleshooting Common Issues

  • Not seeing the leads you expect?
    Check whether overlapping filter conditions are excluding valid leads. Try removing one filter at a time to identify which criterion is too restrictive.
  • Can't find a Smart Filter you saved?
    Smart Filters are tied to individual user accounts. Confirm you're logged in as the user who created the filter.
  • Smart Filter not updating after editing?
    Make sure you clicked Update Smart Filter after adjusting the criteria, navigating away without saving will discard your changes.

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FAQs

  • Can Smart Filters be shared with other users?
    No. Smart Filters are user-specific and not visible to other accounts, including managers.

  • How many Smart Filters can I create?
    There's no hard limit. That said, only a set number will display comfortably on screen, so use the reorder option to keep your most-used filters accessible.

  • What happens if I delete a Smart Filter?
    It's permanently removed, but you can recreate it by reapplying the same criteria and saving again.

  • Will setting a default Smart Filter affect my dashboard load time?
    Yes, in a good way. It bypasses the default All Leads view and loads your saved filter directly, so your daily list is ready immediately.

  • Do Advanced Search and Smart Filters work the same way in Lead Ponds?
    Yes. The filtering experience in Lead Ponds is identical to the Lead Dashboard.

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