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Searching & Filtering Directory Contacts

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About Searching & Filtering Directory Contacts

Finding contacts in the directory is made easier by searching and filtering. You can use a simple search to find the desired person, or you can build incredibly complex searches to be saved and re-used for later.

Searching Contacts

You can search contacts using the search bar on the upper-left. Type in a search term and press Enter on your keyboard to search. Click the X next to a search term to clear it from the search bar.

term in search bar is highlighting content in columns to draw the eye to relevant results

Qtip: You cannot use the search bar when you have a filter applied. If you want to combine the two, make a search first, then click Advanced Filter to start building a filter.

You can search by these default fields:

  • First Name
  • Last Name
  • Email
  • External Data Reference
  • Phone Number

You cannot search by embedded data.

If you have edited one of these columns out by default, the search bar will still look through these fields, and temporarily add a column for the applicable term when a match is found.

Qtip: You may not be able to search by a value if it just changed. If a result you know should appear isn’t included, click the account icon and click Refresh Account.
the refresh account option in the account settings menu
Qtip: You can hit Enter to generate results for search terms under 4 characters.
Qtip: Some brands can only search by name and email address, and will not see highlighting. If you are interested in moving over to a new XM Directory experience, reach out to your Customer Success Representative.

Adding a Filter

Qtip: This section covers the basics of adding a filter. Read on to learn about building more complex filters!
  1. Click Advanced Filter next to the search bar.
    Advanced Filter link next to the search bar
  2. In the first field, decide what kind of information you’d like to filter by.
    Advanced Filter is opened. In the first field, the drop down reveals fields you can filter by
  3. Fill out the following fields according to your desired filter.
    Example: Here, I only want contacts who have received 30 or more survey invites. So my next fields say “Total Invites Greater Than or Equal to 30.”
    image of an example filter criteria. This filter is set to show contacts with the Statistic, "Total Invites" greater than or equal to 30.
  4. When you’re done, click Apply Filter.

Fields You Can Filter By

Qtip: This section includes the fields that you can filter by. To view fields that can be used to search contacts, see the Searching Contacts section.
  • Contact Info: Filter by basic contact info such as name, email, External Data Reference, Language, or Phone.
  • Opt-Out Status: Whether or not the contact is opted in or out of the entire directory (not a mailing list).
  • Embedded Data: Filter by embedded data in the directory.
    Qtip: Date fields must be saved in a YYYY-MM-DD format to work.
  • Mailing List: A mailing list the contact does or does not belong to.
  • Statistics: Filter by various statistics. Note that Response Rate is in percentages (0-100), but doesn’t require a percent ( % ) symbol.
    Attention: Date based statistics can only be filtered for dates within the last year.

    Image of the available statistics for filtering. The options are Created, Last Modified, Last Email, Last Invite Received, Last Response, Total Emails, Total Invites, Total Responses, Response Rate, Average Response Time, and Data Integrity Score

  • Transactions: Filter based on transactional data. If you decide to filter based on a transaction date, you will be able to filter On or after a date, Before a date, Between a certain date range, or In the past “n” number of Days/Weeks/Months/Years.Transaction filters shown in the segment criteria.
    Example: You may want to filter for contacts that purchased one of your products in a certain period of time. In the above example, we filter for customers that purchased beer more than 3 times in the past 6 months.
    Qtip: Click the date text to enter a specific date or click on the calendar icon to the right of the date field in order to select a specific date from a calendar. The date must conform to ISO 8601 format.
    Indication of where to modify the date; option to click on the date and type it in or click on the calendar icon.

All & Any Sets

Qtip: You can add up to 10 conditions on a set.

You add statements to your condition by clicking New Condition, or by highlighting over the previous condition and clicking the plus sign (+).

The plus sign next to the first condition and the new condition button at the bottom of the filter are highlighted to indicate they created the second condition

Whenever you have more than one condition, you’ll need to decide how the conditions are connected to each other. Do both conditions need to be met (e.g., a response must be from a particular month AND for a specific manager to be included)? Or does only one of the conditions need to be true (e.g., data may be included in the report if it was collected either in the Northeast OR the Southeast)?

Conditions linked by an AND conjunction are called ALL condition sets (i.e., “only show data where ALL of these conditions are true”). Conditions linked by an OR conjunction are called ANY condition sets (i.e., “only show data where ANY of these conditions are true”).

Example: Look at the following screenshot. Because “All of the following must be true” is being used, this filter will capture everyone from the City of Topeka who is ALSO opted-in. Contacts opted in who aren’t from Topeka and contacts who are from Topeka but not opted in will not be included.
All of the following are true: embedded data city is equal to Topeka, opt-out status is opted in

Condition Sets

Conditions within the same Condition Set are all indented the same amount and are beneath the same ALL/ANY header.

There are two condition sets indented on the same level that start with all of the following are true. These two sets are indented under an Any of the following are true

You can create new condition groups by clicking New Condition Set. This will nest a new condition set under the condition set you’re currently working on.

New condition set button under the filters

At any point, you can delete an entire condition set by hovering over the ANY/ALL header and clicking the minus sign (). Note that this deletes all conditions nested underneath, including additional condition sets!

A minus sign next to the Any. The content that would be deleted is highlighted

Nesting Logic

Nesting condition sets allows you to create more advanced criteria to filter your data by.

A complex filter that will be explained below

This report will only include responses from people who are from the USA and have a email address OR who are from the UK and have a email address.

In the above example, the very outermost group is an ANY group. People are either one thing OR they’re another. Nested within that ANY group are two ALL groups:

  • People who are from the USA and have a email address
  • People who are from the UK and have a email address

Essentially, you’ll make a new condition set every time you want to switch from an ANY to an ALL (and vice versa).

With this structure, it is therefore very important to consider which type of group (ALL or ANY) is your very outermost group before you start adding conditions and nesting. The question to ask is whether, at the highest level, you are looking for responses that meet all necessary conditions (ALL group) or are you looking for responses that meet one or more of possible conditions (ANY group).

Nesting Basics

  • Clicking New Condition will add a new statement within the same condition set.
  • Clicking New Condition Set will nest a new condition set under the one you’re working on.
  • Click the minus sign () next to a statement to delete it.
  • Clicking the minus sign () to the right of a condition set’s header will delete the whole group and everything inside it, so be careful!
  • To nest ANY/ALL headers directly above each other, like in the examples above, delete the condition just below the header.
    Under the first conjunction is an empty condition with a minus sign next to it
    One condition set conjunction leads directly to the next without nesting different levels
  • You can only do two levels of nesting.

Saving Filters

image of the filtering window. The "Add to my Saved filters" checkbox is activated for saving filter conditions

  1. Select Add to my Saved Filters.
  2. Name the filter.
  3. Click Apply Filter.

Once your filters are saved, you can access them from the Saved Filters dropdown in the upper-right corner.

In the upper-right of the Advanced Filters window, the Saved Filters dropdown

Removing Filters

Once you’ve applied a filter, you can remove it by clicking the X next to it. Or, if you prefer, you can click the name of the filter to change the criteria.

Remove filter option on upper-left

Qtip: If you have saved your filter, this will not delete it.