Creating Lists and Filtering Data

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Understanding List Views & Filtering

A List View is a tool that allows you to view your data within an Object (a Company, Contact, or Property) based on specific criteria. Apto's filters allow you to narrow down data criteria, and then save the filtered list as a List View. The great thing about List Views is that you only need to create them once. As you update and add information to your database, these new or updated records will automatically populate within your List Views, if they fall within its criteria.

Creating List Views

You can create a new List View from Companies, Contacts, or Properties. To start a new List View, click on the “List View Controls” gear icon located on the right side of the page. From here, select New and enter the name of your List View and click save.


Using Filters to Narrow Your Search

Now that your List View has been created, it’s time to select your Filters. A good way to approach filtering is to think about the purpose of the List and what specific criteria you need to see that information. Filters have three components to them:

  • Field: The specific piece of data that you want to use to narrow your search

  • Operator: Specifies how your filter criteria relates to each other

  • Value: The piece of data that is directly related to your Field

For example: You would like to cold call through Apartments with less than 50 units located in a specific Zip Code in your Market. You would create a List View in the Properties Object, and your filters would look something like this:


Tips & Tricks

Using Relative Date Filters allows you to filter your lists based on previous activity history without having to change the date manually each time you want to access your list. For example: You would like to remove any prospects from your list that you’ve reached out to in the last month. Your filter would look like this:


For more detailed information about Relative Date Filters, check out this Salesforce article.

If you’re not getting the results you want, double check your filters. It is common that an incorrect Operator, incorrect Field, or invalid Value chosen is restricting your results. For example, if you are filtering by City and choose the Operator Equals and there is a typo in the City, you will not get the results you want!

To create a range with your data, use multiple Filters. Example: to view Industrial properties between 5,000 and 15,000 square feet, your filters would look like this:




Next, learn to use Apto's Prospecting Console to rapidly call through your Lists.

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