Filtering and Searching Leads

Last updated: December 5, 2025 Author: ArtistHub Team

Overview

As your lead database grows, finding specific leads becomes essential. The Leads module provides powerful filtering and search capabilities to help you quickly locate the leads you need.

Search Functionality

Basic Search

1. Locate the search box at the top of the Leads page
2. Type your search term - can be:

- Lead name

- Client name

- Orchestra/venue name

- Notes content

1. Results update automatically as you type
2. Clear search by clicking the X or deleting the text

Search Tips

• Search is case-insensitive - "venue" matches "Venue"
• Search looks in multiple fields simultaneously
• Use partial matches - "orch" will find "Orchestra"
• No special syntax required - just type naturally

Filter Options

Accessing Filters

1. Click the "Filter" button (usually near the search box)
2. A filter panel will open
3. Select your filter criteria
4. Click "Apply Filters" or filters apply automatically

Available Filters

1. Client Filter

• Purpose: Show leads for specific clients
• How to use:

1. Select "Client" from filter dropdown

2. Start typing client name

3. Select from autocomplete suggestions

4. Can select multiple clients

2. Stage Filter

• Purpose: Show leads in specific stages
• How to use:

1. Select "Stage" filter

2. Choose one or more stages

3. See only leads in those stages

4. Useful for focusing on specific pipeline areas

3. Next Action Filter

• Purpose: Find leads requiring specific actions
• Options:

- Call

- Email

- Meeting

- Proposal

- Follow-up

- Custom actions

• Use case: Find all leads that need a call today

4. Priority Filter

• Purpose: Focus on high-priority leads
• Options:

- High

- Medium

- Low

• Use case: Prioritize your daily work

5. Date Range Filter

• Purpose: Find leads created or updated in a time period
• Options:

- Today

- This Week

- This Month

- Custom Range

• Use case: Review recent leads or follow up on old ones

6. AI Score Filter

• Purpose: Find leads with specific AI scores (if enabled)
• Options:

- High (80-100)

- Medium (50-79)

- Low (0-49)

• Use case: Focus on high-scoring opportunities

Combining Filters

You can use multiple filters simultaneously:

1. Apply first filter (e.g., Stage = "Proposal")
2. Add second filter (e.g., Priority = "High")
3. Add third filter (e.g., Client = "National Philharmonic")
4. See results matching ALL criteria

Filter Logic

• Filters use AND logic - all conditions must match
• Example: Stage = "Proposal" AND Priority = "High" shows only leads that are BOTH in Proposal stage AND high priority

Clearing Filters

Clear Individual Filter

1. Click the X next to the filter
2. That filter is removed
3. Other filters remain active

Clear All Filters

1. Click "Clear All Filters" button
2. All filters are removed
3. You see all leads again

Saved Filters

Creating Saved Filters

1. Set up your desired filters
2. Click "Save Filter" or "Save as View"
3. Give it a name (e.g., "High Priority Proposals")
4. The filter is saved for future use

Using Saved Filters

1. Click "Saved Filters" dropdown
2. Select your saved filter
3. Filters are automatically applied
4. Quickly switch between different views

Managing Saved Filters

• Edit: Modify and re-save
• Delete: Remove filters you no longer need
• Share: Some systems allow sharing filters with team

Filtering in Different Views

Kanban View Filtering

• Filters apply to all columns
• Cards matching filters remain visible
• Non-matching cards are hidden
• Column counts update based on filtered results

Table View Filtering

• Filters work the same way
• Rows matching filters are shown
• Non-matching rows are hidden
• Sort and filter work together

Advanced Search Tips

Finding Specific Information

Find leads by client:

• Type client name in search
• Or use Client filter for exact match

Find leads needing follow-up:

• Use Next Action filter
• Select "Follow-up" or "Call"

Find high-value opportunities:

• Combine Priority and AI Score filters
• Focus on best opportunities

Find stale leads:

• Use Date Range filter
• Select "Older than 30 days"
• Review and update or archive

Common Filter Combinations

Daily Review Filter

• Stage: New, Contacted
• Next Action: Call, Email
• Purpose: See what needs attention today

Weekly Planning Filter

• Stage: Proposal, Negotiation
• Priority: High, Medium
• Purpose: Focus on active opportunities

Monthly Analysis Filter

• Date Range: This Month
• Stage: All except Won/Lost
• Purpose: Review current pipeline

Troubleshooting

Issue: No Results Found

Solutions:

• Check if filters are too restrictive
• Try removing one filter at a time
• Clear all filters and start over
• Verify search term spelling

Issue: Too Many Results

Solutions:

• Add more specific filters
• Use search to narrow down
• Combine multiple filters
• Use saved filters for common views

Issue: Filters Not Working

Solutions:

• Refresh the page
• Clear browser cache
• Check that filters are properly applied
• Contact support if issue persists

Best Practices

1. Use Saved Filters

• Create filters for common searches
• Name them clearly
• Update them as needed

2. Combine Search and Filters

• Use search for quick text lookup
• Use filters for structured criteria
• They work great together

3. Regular Cleanup

• Remove unused saved filters
• Update filter criteria as needed
• Keep filter names clear and descriptive

4. Team Consistency

• Use consistent filter naming
• Share useful filters with team
• Document custom filters

Related Articles

• Using the Kanban Pipeline
• Managing Lead Information
• Understanding Lead Stages

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Need help? Contact support or check our other documentation articles.