Using Filters Effectively

By definition, filtering your customers and prospects means dividing them into groups based on shared characteristics. By grouping your customers and prospects under similar interests, you can tailor your communications to seek out new business or market to your existing customers.

The idea is that if you can group, and then target common characteristics, it may result in higher conversion rates, increased customer loyalty, and ultimately, higher revenue for your business.

In Daylite, you can use filters a number of different ways.

Filtering By Category

What sort of a Contact you are viewing will dictate what sort of filters you can apply. As an example, when looking at a People Contact you could choose to filter by a single Category.

You could filter for Categories such as:

• Client

• Employee

• Freelance

• Prospect

These are just a few types of Categories you could create and then apply, based on your business needs.

However if you were looking at a Company Contact you would be able to filter for Categories such as:

• Agency

• Vendor

• Client

• Prospect

As with the People Category, you can create and then apply filters that are specific to your company use.

Key Characteristics About Categories

• Every major Object in Daylite has got it’s own separate list of Categories.

• Categories can be customized by you in Settings > Categories.

• There is no limit to the number of Categories you can create, but you can only choose one to represent the Object. For example you could select the Category of a company to be a Prospect or a Client but not both.

• You can have a unique Category list for each of Object in Daylite. People, Companies, Appointments, Tasks, Groups, Notes, and Emails can each have separate Category lists.

• A Category can be applied to more than one Object in Daylite. For example, the Category Personal could be applied to People, Companies, Appointments, Tasks, or Notes in Daylite.

• You can assign different colours to your Categories.

Managing Your Categories

By selecting Settings > Categories you have the ability to set Categories for any Object you require.

When you select the + sign to create a brand new Category type, Daylite shows you a list of all of the Objects you can assign a Category to. Care should be taken to only select the Object types that are relevant for the specific Category.

For example, If you want to add a Category Type called Employee for the People Object in Daylite you must make sure that this Category does not appear in other places where it is not relevant. Make sure that you uncheck the Daylite Objects that are not needed.

• Click the + to create a new Category.

• Choose a colour for your Category.

• The Active Box is always checked by default. Deselect if necessary.

• Select the Objects that this Category Applies To by checking the boxes on the right hand side.

That’s it, you have created a new Category!

Filtering Your Contacts By Keywords

Keywords are a second means of filtering information in Daylite. They can be customized as needed in Settings > Keywords.

Keywords can be applied to more than one Object in Daylite, and there are no limits to the number of Keywords you can create.

Sometimes you may find that specific Keywords simply do not apply to your use of Daylite. We would encourage you to de-activate any Keywords that are not appropriate, as this will make your Daylite system more efficient and remove any potential confusion. To do this, select the Keyword you wish to de-activate, then tap the Active Button to off.

Things to Remember About Keywords

• Keywords are referred to as Tags because you can apply multiple Keywords to an Object.

• They are applied to an Object in Daylite from a pre-defined drop-down list.

• You can only choose one Category, but you can select as many Keywords as you like.

• It is not possible to assign colours to your Keywords.

Try not to let your Keywords multiply out of control. After you have been using Daylite for some time you may find that your list of Keywords has become unmanageable. This can make it difficult to find the right Keywords to use, which in turn may discourage you from using Keywords altogether.

We would recommend prefacing similarly themed Keywords such as when describing where your Leads are coming from:

• Lead Source: Website

• Lead Source: Word of Mouth

• Lead source: Introducer

• Lead Source: Existing Client

In this way all similar Keywords will cluster together in a list.

Tips for Effective Category and Keywords Filtering

• Do not use the same naming convention for a Category and a Keyword.

• De-activate or delete Categories and Keywords that do not apply to your business.

• Avoid making Categories and Keywords available for all Objects when editing.

• Avoid duplication.

• Categories can have a colour. Try to ensure that each list of Categories has a unique, distinctive colour, such as red for Clients, or yellow for Vacation.

• Review all your Categories and Keywords on a regular basis to ensure they are still relevant for your needs.

Your Filters Will Change Based On Objects

Although we have only really looked at Categories and Keywords, based on selecting a People or Company record, you will find that your Filters will change based on which Object you are currently looking at.

For example, under My Opportunities you could filter for a Category and Keywords, however under All Opportunities you could also filter for a State.

My Tasks and Someday let you apply filters for Category, Keyword, Status, and Priority.

When applying a Delegated filter, you will see Owner, Category, Keyword, Status, and Priority.

Wrap Up

By learning to use Filters effectively, you can stay more organized and gain new insights about the People and businesses in your Contact list.