FreeAgent CRM’s user-friendly navigation allows you to easily interact with your data and toggle between different views on the platform. Learn more about the different actions available in all the FreeAgent CRM views.
Edition Qualifier: View Navigation is available in all FreeAgent Editions.
User Permissions: No special permissions are required.
In this tutorial, we will cover the following topics:
1. Search
The search function allows you to use keywords to find exactly what you are looking for. It will take your keyword(s) and match them to existing records in the selected App as you type them.
However, if you are looking for more specific data, you can use the advanced search functions.
Advanced Search
There are 6 options for you to dig deeper into your data if you are looking to get specific results.
| ADVANCE SEARCH | DESCRIPTION | EXAMPLE |
| Exact Match | Enclose the keyword between double quotes "" to get an exact match. | To find FreeAgent type "FreeAgent" |
| OR | Use | (Vertical Bar) to get coincidences that match one OR the other word in the search. | To find FreeAgent or CRM type FreeAgent | CRM |
| AND | Use and to get coincidences for all the words used in the search. | To find FreeAgent CRM type FreeAgent & CRM |
| Exclude | Use ! at the beginning of your search to exclude that word from the results. | To find a contact named Ryan whose last name is not Smith type Ryan & !Smith |
| Group Rules | Use ( ) to enclose various rules to gain more control in the results. | To find a contact named Ryan or Dave whose last name is not Smith type (Dave | Ryan) & !Smith |
| Starts with {word} in Group rules | Use :* to get results that match with the first letters of a word. | To find contacts named Dave whose last name is Stephens type Dave & St:* |
These advanced functions can also be used in the Global Search available in the menu. To learn more about Global Search, please visit the following tutorial:
Global Search
Special Considerations
- When the search contains a special character from advanced search symbols like |, &, ! It will get you the exact match (not a fragment), so you will need to use : * if you are not looking for the exact match.
- When the search does not contain any advanced search symbol, but you use a space between words, it will search the words in the order you typed them in, for example, if we want to search a contact with the name John Martin, you can enter the text Jo Mar. The platform will get you the records with the coincidences that follow the specified order
2. Views
Here you can customize your View. To switch between your views, just click the name of the view you prefer. Each view includes different configuration options, to learn more about each one, please visit the following tutorials:
It is so fast and easy that you can flawlessly change from one view to the next.
3. Filter, Sort & More
Filters
Filters allow you to specify a given value for your records to be displayed on the view. You can apply as many filters as you need in order to create your perfect view.
To learn more about Filters, please visit the following tutorial:
Filter Data
Sort
You can also add sorting options to your data. Simply select the field that you want to use for the sort and then choose if the sort should be ascending or descending.
Columns
To add a new column, search the name of the field and select it. If you want to remove one, click on the 'X' icon located on the right side of the column's name. To rearrange your columns, simply drag&drop them in the desired location.
Once you have your filter, sort & more in place, click the Apply button.
Group by
You can group your data by selecting the desired field from those available on the list. You can add two "group by" rules. Here you can also enable 'Pivot Table'
Calculations
You can define calculations that will be applied to the groups you defined in the section above. There are 5 statistics available: Count, Average, Max, Min, and Sum. Calculations work from the numeric fields such as currency, number, or percentage only.
4. Save
Once you have created a perfect view for your app the best thing to do is to save it to create a View that you will be able to access at any time. This will save you a bunch of time, as it will automatically apply all your filters and special configurations once you go back to that view. You also have the option to 'Save changes' to an existing save view and direct access to 'manage your views'.
To learn more about your views, please visit the following tutorial:
Manage Views.
5. General Actions
The general actions include the option to create a new record and to export your information to a CSV. The contacts app includes another action called 'Suggested contacts' that will enable you to create a new contact in FreeAgent CRM from those that you have email communication.
Show/Hide Dashlet
When you enable this option, you can add a widget for your view. Here you will need to choose the widget type. Then select the field (among your number or currency fields) you want to use to generate the widget.
Note: Some types might not be supported according to the selected field.
Give your widget a name. Optionally you can further customize your widget by:
- Adding names for your X and Y axis.
- Showing labels
- Showing values
- Placing values inside
- Showing legend
You can hide the dashlet at any time. Just click the 3 dots icon and select the option 'Hide Dashlet'.
Creating New Records
This action allows you to create a single record in the selected app.
Once you click on it, you will be able to fill in all the information relevant to the record in the form. Fields that are required in order to create the record will have a '*' symbol in red next to their name.
Export a CSV
This will generate a CSV file with a limit of 5000 records per download. This great feature will remember your current configuration and only export the data shown in the view.
Print to PDF
To print your views to PDF click the 3 dots icon to show the available options and then click the “Print to PDF” option.
Note: You can print to PDF all your saved views as well as the main “All [App Name]” view.
Make sure you save any changes made to your views before printing to PDF.
Export to Mailchimp
*Only available in the List View. Export all your contacts or just some of them to Mailchimp. To learn more about export to Mailchimp, please visit the following tutorial:
Export to Mailchimp