How To Use Dashboard Search Filters To Find Your Leads
Watch the short video below to find out more about using the Sales Pipeline Dashboard.
The Dashboard is the home of all the leads captured automatically, or entered manually in the Sales Pipeline. The leads you will first see within the Dashboard depend on;
- Your Role Management Settings
- Your Sales Pipeline Preferences (click HERE to read more about setting up defaults for your Dashboard)
You can use the keyword filter to search using Customer Name, Company, Mobile, Phone, Email, Lead ID, Vehicle Make and Model. In addition you will see a range of filters available to narrow down your list of visible leads. Using the filters effectively will make managing your leads a far less daunting process.
By default there will only be a few of the most commonly used filters visible. You can expand the filters using the 'Show/Hide Advanced Search Options' icon shown circled below.
Once expanded you will see there are a lot of additional filters that can be used to find your leads.
The available filters are;
1. Date Range
The Date range will default to the Next Action Date set for 'Now (+/- 3 days) - unless the user has set up their own customer preferences under Sales Pipeline Preference.
- The Next Action Date is based on the date of the next incomplete calendar event. If there are multiple incomplete Calendar Events the oldest incomplete calendar event is selected
- If one of the multiple calendar events is completed the Next Action date will fall back to the next oldest incomplete calendar event
- If there are no incomplete calendar events the Next Action date will fall back to the latest updated date of the Lead (completing a calendar event does update the leads Updated Date)
- If there are no calendar events at all the Next Action Date will fall back to the updated date of the Lead. If it is a brand new lead this will be the same as the Lead Created Date
The filter can be expanded to view by 'Stalled (> 21 Days)', 'Overdue (-3 to -20 days)', 'Now (+/- days)', 'Today', 'Upcoming (+3 to + 20 days)', 'Future (>21 days)' and 'Custom' ('Custom' allows the user to enter precise dates of their choosing).
In addition in autoplayauto.com it is now possible to change your Dashboard to display by Lead Created Date, instead of Lead Action Date by checking the 'Use Created Date' check box . This means that instead of seeing the lead based on when you need to follow up (using the next scheduled calendar event), you will instead see leads sorted by the date they were first created in AutoPlay. When 'Use Created Date' is checked the filter options will change to 'Today', 'Yesterday' 'This Week', 'Last Week' and 'Custom'. In addition the Next Action column will change to display the Created Date instead.
2. Status
The Dashboard will always default the Lead Status to 'Open'. This means you are only viewing leads that have yet to be Closed Won or Closed Lost. If you wish to view Closed Leads you can change the filter to 'Any Status' or 'Closed'.
3. Users
If you are not a manager of other users you will only see your own name in this list. However if you have been ticked as a Manager in the Manage Leads Role you will see any user with whom you share the role with. If you are a Manager you can set this to initially display only your leads, or lead for every user you have role management rights for. As these lists can sometimes be long, you can use the built in keyword search to more easily search long lists. It is possible to select multiple Users by ticking/unticking them, and to reset you can select the 'All Users' option.
4. Yards
If you have a Default Yard selected in your user account the Dashboard will default to show you only leads in that yard. By using the Yard filter you can filter by any yard you have rights to view in the Manage Leads Role. Like Users the Yard list is searchable, and multiple items can be selected.
5. Progress
The Progress filter is a multi-select filter that allows users to filter their leads by the stage in the road-to-the-sale that the lead has reached. By default the tick box 'Current Progress Only' is ticked (unless you have customised this in Sales Pipeline Preferences - click HERE to read more about this setting). This means that you are only viewing leads that are CURRENTLY at any of the ticked Progress states.
At times it can be useful to also view leads that have previously been through different Progress steps in order to ensure your sales team are actively following the road-to-the-sale steps. To change how this filter works untick the 'Current Progress Only' check box.
6. Type
The Type dropdown can be used to filter your leads by the method the customer used to contact the dealership. Users can choose from 'Email', 'Phone', 'Walk In' or 'Other'. If you need to identify leads where no type has been entered you can do so using the 'No Type' option. By default this filter will be set to 'Any Type'.
7. Source
The Lead Source filter allows users to filter their visible leads by the Source they came from. By default the filter is set to 'Any Source', but users can specify particular sources by checking and unchecking as many as they require (including 'No Source' if you need to identify leads where this data is missing). The Source filter can sometimes get long so rather than scrolling it is recommended that you use the keyword search to more easily find the lead source you are looking for.
The Sources in this list are made up of a generic AutoPlay source list, any Brand specific sources set up for the brands you sell, and any custom sources set up for your dealership. If you tick 'Include Inactive' you will also be able to view leads against any Sources that are set as inactive in your account (these sources are hidden when loading a new lead). The inactive sources will be displayed in red italics to differentiate them from your active lead source list.
8. Campaign
Lead Campaign allows users to filter their visible leads by specific marketing campaigns. The Campaign filter functions exactly the same as the Lead Source filter - allowing users to select multiple Campaigns, show inactive Campaigns and search their Campaign list using the built in keyword search.
8a. Sub Campaign
- This will only display when a Parent campaign that has sub campaigns is first selected.
- Where multiple Parent campaigns are selected, the Sub-Campaigns are grouped accordingly.
- To Select all sub-campaigns of one parent campaign select the Parent Campaign heading.
9. Form
The Form filter is used to filter to leads that have specifically had a Test Drive, Appraisal, Write Up, Wishlist or Assistance Request Form completed. Please note this should not be confused with Progress which looks at the road-to-the-sale. The Forms filter will specifically only return leads where one of AutoPlays digitized forms has been created.
10. Interest
The Interest filter allows users to view their Dashboard by leads where interest has been 'Not Set', or set to 'Cold', 'Warm' or 'Hot'.
11. Quote
If you have completed the Finance Quote or Lease Quote fields on your lead the Quote filter can be used to isolate these leads. The default is to display 'Any Quote'.
12. Progression
The Progression filter controls whether the user initially sees leads that are already being worked on, or all leads. The default is 'Any Progression', however this can also be set for 'New Leads' or 'In Progress'. 'New Leads' shows brand new leads that have not been edited by a user, whilst 'In Progress' shows leads that have been updated by a user since they were first loaded.
13. Origin
The Lead Origin is a new filter added to autoplayauto.com. In many cases AutoPlay capture leads from third parties such as Dealer Drive, where we attribute the Lead Source to whatever source we are supplied. This means a lead from Dealer Drive (for example) may come through with 'Newspaper' as the Lead Source instead of 'Dealer Drive' - making it hard to establish how the lead came to be in your Dashboard. The Origin filter displays all the "true" origins of your leads and is also represented by an icon on the far right hand side of your Dashboard. Hover over the icon and you will see a tool tip detailing the lead was captured via Email, Lead API, Manually Loaded or any number of origins.
14. Listing Type
In the 19.4 version of AutoPlayAuto.com we've added a Sales Pipeline Dashboard filter for Vehicle Type: All, New, Demo, Used, No Listing
15. Closed Lost Status
In the 19.4 version we added a filter for users to easily find leads that they are awaiting approval to Close from their Manager. The 'Close Lost Status' filter enables users to view Leads where permission to close as lost was 'Approved', 'Declined' or is still 'Pending' a response
16. Events
In 19.4 there is now a new filter for Events on the Lead Dashboard. This filter uses the 'Event Type' field. By default this filter will return only leads with at least one incomplete Calendar Event scheduled on them. If you want to also view leads with a Completed calendar event on them you can tick the 'Include Completed Events' checkbox. If you want to see leads with no events scheduled you can select the 'No Event' option in this drop-down.
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