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How Do I Filter Leads in Sierra’s CRM Using Advanced Search and Smart Filters?

Sierra’s Advanced Lead Search and Smart Filters help you quickly find the right leads to contact by narrowing your database using criteria like lead activity, tags, search behavior, and follow-up tasks. Save time, stay organized, and focus your outreach on high-opportunity contacts.

Summary

Sierra’s Advanced Lead Search and Smart Filters help you quickly find the right leads to contact by narrowing your database using criteria like lead activity, tags, search behavior, and follow-up tasks. Save time, stay organized, and focus your outreach on high-opportunity contacts.

Why This Matters

Staying consistent with your follow-up and knowing who to call each day is key to converting leads. Advanced Search and Smart Filters let you build dynamic, targeted lead lists—perfect for daily prospecting, re-engagement, or prioritizing hot opportunities.

Step-by-Step Instructions

Using the Advanced Lead Search

  1. Open the Lead Dashboard
     Navigate to Leads > Lead Dashboard.
  2. Click “Advanced Search”
     On the right side of the dashboard, click the Advanced Search button.
  3. Choose Your First Filter Criteria
    • A Select Criteria dropdown will appear under the "All Leads" filter.
    • Click the dropdown to choose from one of four main categories:
      • Lead Profile / Contact Info
      • Lead Engagement
      • Lead Property Search Activity
      • Tasks and Action Plan Activities
  4. Refine Your Filter
    • After selecting a criterion (e.g., “Birthday”), a second dropdown will appear.
    • Select a condition (e.g., “Is in the Next”).
    • Depending on your selection, a third field may appear (e.g., number of days).
  5. Click “Add Filter”
    • Your filtered list of leads will update in real time.
    • The filter you created appears as a tag above the dropdown.
  6. Add More Filters (Optional)
    • Repeat the process to add more criteria.
    • Combine filters to narrow your focus further.
  7. Remove a Filter
    • Click the “X” on any filter tag to remove it from your current search.

Creating and Using Smart Filters

If you regularly use the same search criteria, save time by turning it into a Smart Filter.

  1. Click “Save as Smart Filter”
     After adding your desired filters, click the Save as Smart Filter button.
  2. Name Your Smart Filter
    • Enter a name (required) and description (optional).
    • Click Save.
  3. Access Your Smart Filter Anytime
    • It will now appear as a clickable button under the Advanced Search section.
    • Only you can see your Smart Filters—they’re tied to your user account.
  4. Reorder or Edit Smart Filters
    • Click Edit Smart Filters to:
      • Reorder using drag-and-drop handles.
      • Edit or delete existing filters.
      • Update saved filters with new criteria.
  5. Set a Default Smart Filter
    • In the Edit Smart Filters view, check the box next to your preferred filter.
    • It will now automatically load when you access the Lead Dashboard.
  6. 🧠 Pro Tip: Organize Left to Right by Priority
    • Reorganize your Smart Filters so that your most important filters are on the far left, and less critical ones fall to the right.
    • This creates a clean, intuitive layout that helps you quickly focus on the highest-priority lists each day.
  7. Using Smart Filters with Lead Ponds
    • The Advanced Search and Smart Filters experience is the same in Lead Ponds.
    • Agents can use the same filtering logic to prospect directly from the Lead Pond interface, making it easier to find leads that fit their ideal profile.

📌 Recommended Use Cases (with Smart Filter Logic)

Smart Filters apply “AND” logic, meaning all conditions must be true for a lead to appear in the list. This makes Smart Filters powerful tools for creating dynamic, self-updating call and follow-up lists.

✅ Example 1: Follow-Up with Prime Leads

Make sure high-intent leads aren’t slipping through the cracks:

  • Lead Status = Prime
  • Last Active on Website < 10 days
  • Last Phone Call Placed > 7 days

🧠 Why it works: This ensures you're contacting leads who are recently active, but haven’t heard from you recently. If you call them, they will automatically be removed from the list until they meet the conditions again.

✅ Example 2: Keep in Touch with SOI / Past Clients

Stay top of mind with your sphere:

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

🧠 Why it works: This builds a rotating call list for your PCSOI segment, reminding you to reach out every few months without relying on memory.

Best Practices

  • Use Smart Filters to create dynamic call lists and remove the guesswork.
  • Schedule recurring weekly or monthly sessions to work filtered lead segments.
  • Layer filters for hyper-targeted outreach (e.g., Buyers active in last 30 days without an assigned agent).

Troubleshooting Common Issues

  • Not seeing expected leads? Double-check overlapping filters aren’t excluding valid leads.
  • Can’t find a Smart Filter? Remember they’re user-specific—not shared across accounts.

FAQs

Q: Can Smart Filters be shared with other users?
A: No, Smart Filters are user-specific.

Q: How many Smart Filters can I create?
A: There is no hard limit, but we recommend keeping them organized for easy access.

Q: What happens if I remove a Smart Filter?
A: It will no longer be available, but you can recreate it by reapplying the same criteria.