Ascendix Search User Guide

Ad-Hoc lists are static lists created for a specific purpose such as events, open engagements, hot opportunities, or records you want to keep track of. These lists allow you to quickly access records and make changes to them on the fly.

*To access Ad-Hoc lists pertaining to certain objects such as Account and Contact., be sure to select the parent object in Search For first.

Click on the Saved Search / List /View and notice the section Ad-Hoc lists use the dropdown under Ad-Hoc Lists. The Ad-Hoc lists section is visible only if you have Ad-Hoc lists.

Ascendix Search – Reviewing Ad-Hoc Lists

*All Ad-Hoc Lists are private by default unless expressly shared with others in the organization. Read the Sharing an Ad-Hoc List to learn more. 

Creating Ad-Hoc Lists from Searches

It is easy to create a new Ad-Hoc list or add new records to the existing one.

Step 1. Select the checkbox on records you wish to add to an Ad-Hoc List.

Step 2.  From the top right select +Add to Ad-Hoc List

Step 3.  You will be prompted to select an existing Ad-Hoc list or create a new list. Click Save when done

Ascendix Search – Adding Records to a new Ad-Hoc List

Creating Ad-Hoc Lists from Records

Step 1. Start by opening a record within Salesforce that you would like to add to an Ad-Hoc List.

Step 2. From the top right, you should be able to see an Add to Ad-Hoc List button or you will see Ad-Hoc List tab. Select it.

Ascendix Search – Ad-Hoc List Tab 

You will be prompted to select an existing Ad-Hoc list or create a new list. Click Save when done.

*If you do not see Add to Ad-Hoc List for the object in question, please contact your  Admin to add the button into Salesforce. Or consult the Admin Guide if you are the administrator.

Adding/Removing Ad-Hoc List Members

Step 1. Start by selecting your Ad-Hoc List from the Saved Search / List View dropdown.

Step 2. Select the checkbox on records you wish to remove to an Ad-Hoc List.

Step 3. From the top right select Remove Items  

Step 4. Click Ok to confirm the removal of Ad-Hoc List members.

Ascendix Search – Removing Ad-Hoc List members

Sharing an Ad-Hoc List

All saved searches are private by default unless expressly shared with others in the organization.

Step 1. Select the Share Ad-Hoc List from the bottom center of the screen.

Step 2. Use the magnifying glass to find users to share your Ad-Hoc List with.

Step 3. Select a user and choose the Access Level (Read/Write or Read).

* Read/Write allows the selected user(s) to edit your Ad-Hoc List and those changes will be reflected in your list searches.

Deleting an Ad-Hoc List

Have an Ad-Hoc List that you no longer need? Let’s quickly go through and delete them.

Step 1. Start by selecting your Ad-Hoc List you want to delete from Saved Search / List /View dropdown.

Step 2. Now click Delete Ad-Hoc List.

Step 3. You will be prompted to confirm your deletion. Click OK if you are ready to delete it.

Ascendix Search – Deleting Ad-Hoc List

Here are a few tips and tricks that will allow you to be an Ascendix Search Pro.

Drag and Drop Search Criteria

Hover over the hamburger button next to your search criteria and drag and drop to the location of your choice.

Edit Search Criteria Labels

By hovering over the Search Criteria, you can select the pen tool to edit the field or use the drop-down to rename the field.

This option allows you to change Search Criteria into something you are more familiar with. Such as changing Billing Street to just Street.

Alternatively, you can click on the Show more button next to each search criteria to be able to Rename or Delete each criterion:

Use Shift/Ctrl Keys to Select Multiple Records

Just as with most Windows applications, you can select multiple records using the shift/ctrl keys.

To select a record for preview > Click a row. It will work both for checked and unchecked records.

To select a record for preview and check it > Click a row, and use the Ctrl or shift keys. Keep using a ctrl key and click other rows to check them.

To select multiple rows, use the shift key, click the first and the last row of your list.

Customize Your Map

Did you know that you can change color, size, or even the shape of map pins for each object? Check how to do it here.  Also, you can define what information will be shown each time when you click on the pushpins on the map. Note, that only Admins can configure it so make sure to forward this info to your admin if you wish to customize your map.

Follow/Unfollow Salesforce Records in Bulk

If you use Salesforce follow feature to get notified about any updates of records you follow then, most likely, you know that you can follow up to 2,000 records (if you request this from Salesforce) and it’s quite a challenge to get a list of records you follow.

Ascendix Search app has the ‘followed by me’ search criterion to solve this challenge! Simply select it to get a list of records you follow. Next, you can unfollow or follow records in bulk! Try it now!

Decide Which Fields are Searchable

To simplify search experience, you can optionally configure which fields are available to be used as search criteria and as result columns. As a result, you can get rid of fields you don’t use and simplify choices for your team. Learn how to configure it here.

Ascendix Search app helps you run complex, multi-criteria, and multi-object searches with a few clicks.

In this post, we’ll explain how to use OR and NOT IN filter conditions to search for your Salesforce records. Also, make sure to read how to perform your first searches with Ascendix Search.

OR Condition

OR Condition lets you group search criteria together to indicate an OR condition between the fields instead of always assuming an AND condition.

E.g., you can get a list of Accounts that are either from City Dallas or from State Oklahoma and from the Healthcare Industry.

To build this list:

Step 1. Select Account in Search For

Step 2. Add Search Criteria:

City equals Dallas

State/Province equals Oklahoma

Industry equals Healthcare

Ascendix Search: OR Condition

Step 3. Click on the Apply Filter Logic button (it is located on the right to Add Search Criteria button). You’ll notice that all search criteria were enumerated and the new text box Filter Logic was added at the bottom of the section.

Step 4.

Type (1 OR 2) AND 3 to define the required filter logic and click Search to get your results.

(1 OR 2) AND 3 means (City OR State/Province) AND Industry

1 – CITY

2 – State/Province

3 – Industry

How Does Filter Logic Work?

Ascendix Search follows Salesforce Filter Logic that governs how and when filters apply to your search results.

Use AND and OR operators to fine-tune your results by entering each criteria line number, separated by a filter logic operator.

For example, in our example above (1 OR 2) AND 3 finds records that match either Filter 1 or Filter 2, and Filter 3, i.e. City OR State AND Industry.

Once you click the Add Filter Logic button, Ascendix Search will enumerate all search criteria in the section starting with #1.

Good to Know:

• If you reorder fields or add a new field, the numbers are reapplied always in numeric order. So make sure to correct your filter logic to get the results you want.
• Grouping of criteria fields will only be supported within a section (not across relationships).
• A user can add the same field more than once, allowing for an “OR” condition for multiple values, e.g., Industry equals Healthcare OR Industry equals Biotechnology.

Learn more about Salesforce Filter Logic

Search by Related Record with NOT IN Option

How to find accounts without contacts in Salesforce or how to get all accounts without opportunities? You can easily solve this task with NOT IN filter criteria in Ascendix Search!

Other сommon use cases where NOT IN feature helps:

• Find all accounts without cases
• Find leads without activities
• Find all contacts with the status “Prospect” I haven’t emailed in 6 months
• Find all contacts associated with a tenant rep deal who hasn’t had a property tour appointment in the last 30 days
• Find all contacts without tasks

How to perform such searches in Salesforce with Ascendix Search:

Ascendix Search: Finding All Contacts that we called today, but didn’t reach

Step 1. Select the object you want to Search For

Step 2. Define the needed criteria for this object

Step 3. Add child object and enter your criteria

Step 4. Click on the button ‘Exclude records matching the selected criteria.’

Note, that when the “Not In” mode is enabled, records matching the specified criteria for the child relationship will be omitted from search results.

That’s why you need to enter search criteria that are negative to what you want to achieve.

Example: Getting a List of Accounts Without Contacts

To make it more straightforward for you, let’s find all accounts without contacts:

1. Select Account in Search For (because we want to get a list of accounts)
2. We don’t have any other criteria for accounts that’s why we won’t enter any criteria this time.
3. Click Add Section and Add Contacts
4. Select a field that can’t be empty for your contacts, e.g., Last Name
5. Set the Last Name is not blank
6. Click on the button ‘Exclude records matching the selected criteria’

Ascendix Search: Finding all Accounts Without Contacts in Your Salesforce

In our example, we set first Set the Last Name is not blank to get a list of contacts with last name, i.e., existing contacts. Then we clicked “Exclude records matching the selected criteria’ to activate NOT IN option.

What is more, Ascendix Search lets you save this list to monitor new accounts without contacts in the future.

Good to know:

• The “Not In” mode is only available for child relationships
• It applies to the entire section, not individual fields
• It applies only to specified criteria; blank criteria are not included in the search

Ascendix Search app lets you visualize your search results with charts and graphs and use them in further search. Simply click on the charts to narrow down your search!

What is more, you can group your records by related objects. E.g., you can analyze your Contacts by Employee number from Accounts!

Here is how to create charts:

Step 1. From your search results select the pie chart icon Show/hide Insights at the top right of your search results.

Step 2. Now click on +Add a chart.

Step 3. Now select your chart type (doughnut, bar, pie, or line), what criteria you would like to group by, and the function type.

Ascendix Search – Adding New Chart Using Related Object

Congratulations now you have your chart set up. Now you can edit, refresh, or drill into the chart by clicking on the chart segment.

Make sure to save your search after adding charts to keep using them in the future.

Ascendix Search app expands Salesforce Search operators so you can customize search results beyond the basic out of the box solution provided by Salesforce.

Giving you, the end-user, full control of your data your way.

Good-to-know About Search Operators in Ascendix Search:

• You’ll be able to select different search operators based on the field type.
• Simply select the search operator from a drop-down list and then type or select your search criteria.
• You can add the same search criteria multiple times and leverage our NOT IN, AND, OR functionality

Included below is a list of Search Operators and when to use them when performing searches.

Equals

Used to pinpoint records with specific criteria, Ex: City equals New York

Not equal to

Excludes records with specific criteria

Ascendix Search – Search Operators for Text Fields

Is blank

Filters records with no data in the field

Is not blank

Filters records that have the field filled

In

Used to filter specific value based on a picklist, e.g., you can get all accounts from either Finance or Banking industry. Note, that Ascendix Search will show you all available picklist values and you don’t need to type them.

Ascendix Search – Picklists Look & Feel

Contains

Filters records based on matching/similar string of information

Does not contain

Filters records excluding matching/similar string of information

Starts with

Filters Salesforce records with the field that starts with certain words or a combination of characters.

Numeric Date Filters

Greater than

Values above the stated value, e.g., employee number greater than 50 will return Accounts with 51 employees or more

Ascendix Search – Search Operators for Numeric Fields

Greater or equals

Values above or equaling the stated value

Less than

Values below or equaling the stated value

Between

Values (including dates) that fall between two specific points. E.g., between 20 and 30 employees. 

Relative Date Filters

Ascendix Search equips you with various date filters to help you quickly segment your data based on time:

today, not today, yesterday, tomorrow, on or before, before, on or after, after, this, in the last, in the next, between

Ascendix Search – Relative Date Search Operators

Once you select one of the above operators, you’ll be able to select from multiple available options such as:

• specified date
• today
• this week/month/quarter/year/fiscal year/fiscal quarter
• X days/weeks/months/quarters/years/fiscal quarters/fiscal years

Ascendix Search – Available Date Operators

As a result, with a few clicks, you’ll be able to build granular lists of records. Moreover, you can save your list and don’t spend time on this anymore if you’ll use Relative date filters, e.g., you can build a list of Contacts you called more than 2 weeks ago:

Set the Last Activity date On or Before 2 weeks

Other Search Operators

Is me / Is not me

Filter records where you set as an Owner or you are not an Owner.

Followed by me

With Ascendix Search, you can easily get a list of records you follow with the ‘followed by me’ search operator. Also, we support mass follow/unfollow to help you keep your list clean.

Ascendix Search – Records Mass Follow