Ascendix Search User Guide

Ad-Hoc Lists

Tagged with: Search

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.

Reviewing available Ad-Hoc Lists Ascendix Search app

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

Adding records to Ad-Hoc lists

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.

Adding Ad-hoc lists tab

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.

Remove 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.

Sharing Ad-Hoc List

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.

Deleting Ad-Hoc list

Ascendix Search – Deleting Ad-Hoc List

Preview Panel

Tagged with: Configuration

Preview panel allows you to review the record details, related records, activity timeline, and more without leaving Ascendix Search app. Also, you can add your custom tabs (requires configuration by your Admin), e.g., brokers might want to review stacking plans, blueprints for their properties or you can add your call script.

Combine it with our advanced searching functionality and you’ll get a very convenient tool for cold calling and for working with your data. No need to go back and forth between multiple tabs.

Click on the record row to access the preview panel.

Note, that if you click on the hyperlink, e.g., Account name, you’ll be forwarded to the Account record in Salesforce, that’s why click only on the record row, but not on hyperlinked values.

Preview Panel Ascendix Search

Ascendix Search – Accessing a Preview Panel

Preview Panel Interface

Preview Panel will be located on the right from your records and can contain multiple tabs:

Details

Review record details here. Also, you can edit, follow a record, create a task, new event, or log a call without leaving the Preview Panel.

Related

View records from related records.  E.g., you can review all Contacts that work for the Selected Account.  From here, you’ll be able to create new records.

Step 1. Start by selecting an account /contact and go to Related.

Step 2. Select the type of record you want to drill down on such as Contacts.

Related Objects in a Preview Panel Ascendix Search app for Salesforce

Ascendix Search – Reviewing Related Contacts for an Account

Activity Timeline 

This tab allows you to quickly locate and see Activities associated with the account/contact. Besides, you can add new activities such as a new Event, Task, or a Call.

To access the Activity Timeline, select the record row (Contact or Account) and click Activity Timeline.

Ascendix Search Activity Timeline Salesforce

Ascendix Search – Activity Timeline

Chatter Feed

The preview panel allows you to see the chatter of the selected account or contact. From here you can add or make changes, create new posts, like and comment on the existing ones, and create polls.

To access the Chatter, select the record row (Contact or Account) and click on the tab Chatter. 

Ascendix Search app chatter

Ascendix Search – Chatter

Editing Objects with a Preview Panel

Wouldn’t it be great if we could edit search results without going back and forth between different objects? Ascendix Search has a solution to save you time and frustration.

Step 1. Once you’ve completed a search you will be brought to the search results page. From here click the record row you would like to update.

*Click only on the record row to access the preview panel. Clicking on the hyperlink will open the record in a new window.

Step 2. From here select Edit from the top right.

Now you can edit your record and save after you have finished updating.

Edit records in a Preview Panel

Ascendix Search – Editing Records within a Preview Panel

Notes

In Ascendix Search Preview Panel, you can also review and update notes from within the detail area for the selected record.

Create notes by clicking the New button in the Note tabs:

Adding Notes Ascendix Search Preview Panel Salesforce

Ascendix Search – Reviewing Notes

Add notes to multiple records in one action. Select records you need or type their names in the Related to the field. Click Save, and you are done! Also, you can create private notes so only you will be able to view them.

Adding private notes Ascendix Search app

Ascendix Search – Adding  Private Notes to Multiple Records

To Create a Private Note:

  • Select the record and navigate to the Notes tab and click + New to add a note
  • Check the box ‘Prevent note from being viewed by other users with access to this record’
  • Type your note and save it!

Adding Custom Tabs

You Salesforce Admin can add custom tabs to the Preview Panel so you can review all the important details about each record with minimum clicks and without toggling back and forth!

E.g., brokers can add stacking plans of their properties, pictures of properties (we prebuilt these components for our AscendixRE users).

An Example of a Custom Tab: Stacking Plan, Ascendix Search

An Example of a Custom Tab: Stacking Plan

More information about custom tabs:

  • You can define custom tabs for each object
  • In the record detail area, custom tabs will be displayed after all standard tabs
  • When a user clicks on a custom tab the custom component will be rendered

Learn how to add custom tabs.

Mass Update & Bulk Operations

Tagged with: Search, Data

Mass edit and mass actions are one of the most used features by our users. In this post, we’ll explain what tools are available to you to speed up your work with Salesforce records.

First, here is what can you do with your Salesforce records with Ascendix Search app:

Salesforce Mass Actions Available

Ascendix Search – Available Mass Actions

Bulk Edit Records

Bulk editing allows you to quickly edit records in bulk from the search results window. You can edit the selected records, all records in the current view, or all records matching the search criteria (up to 2,000 records per time).  Also, you can mass update multiple fields at once!

Step 1. After you’ve completed a search, start by checking the records you wish to bulk edit (if you want to edit all records matching the search criteria, then no need to check records).

Step 2. Now select the pencil to bulk edit your records or use the drop-down to bulk create notes, events, tasks, calls, or to add to a marketing campaign (for contacts and leads only).

Bulk Editing Ascendix Search app for Salesforce

Ascendix Search – Records Bulk Editing

Adding Notes in Bulk

Ascendix Search gives the ability to add notes to multiple companies/contacts without leaving your Search Results. You can add up to 2,000 notes per time. Also, you can create private notes that will be available only to you by checking Prevent note from being viewed by other users with access to this record. Besides, you can create notes right from a Preview Panel.

Step 1. Start by selecting the record(s) you wish to add a note to.

Step 2. Select Add a Note.

Step 3. Select the records to add a note to. You have 3 options:

  • Add notes to the selected records.
  • Add notes to all records in a current view (on this page).
  • The first 2,000 records matching the search criteria.

Step 4. Add the note title and comments (if needed).

Step 5. Select Save.

Add a note Ascendix Search

Ascendix Search – Adding a Note in Bulk

Schedule an Event in Bulk 

You can create events in bulk with Ascendix Search. You can add up to 500 events per time for contacts or accounts.

Step 1. Select record (s) in the search results.

Step 2. Select New Event from the Add a Note dropdown.

Step 3. From here schedule the event and click Save after you are done.

Create an event in bulk

Ascendix Search – Adding Events to Multiple Records

Add a Task in Bulk

Adding a Task has never been easier. You can add up to 500 tasks per time for your contacts or accounts.

Step 1. Select record (s) in the search results.

Step 2. Select New Task from the Add a Note dropdown

Add a task in bulk

Ascendix Search – a New Task Button

Step 3. Add a subject, select the Due date (optional), and status of the task.

New task in bulk Ascendix Search app

Ascendix Search – Adding New Tasks in Bulk

Log a Call in Bulk

You can log your calls in bulk with Ascendix Search. Right now, you can log up to 500 calls at a time.

Step 1. Select accounts or contacts in the search results.

Step 2. Select Log a Call from the Add a Note dropdown.

Step 3. Log a call and click Save after you are done.

Log a Call in Bulk

Ascendix Search – Adding Multiple Calls in One Action

Mass Follow and Unfollow

By default, you can follow up to 500 records in Salesforce. If you use this feature actively, you’ll quickly understand that you’ll need the way to get a list of records you follow (which is not easy if you are not an Ascendix Search user) and an ability to unfollow records in bulk. We have a solution!

Step 1. Select records you wish to follow or unfollow and click Follow/Unfollow button

Ascendix Search for Salesforce mass follow unfollow

Ascendix Search – Follow/Unfollow Records in Bulk

Step 2. Select an action: follow or unfollow and click OK

Also, you can use Followed by Me search criterion to get a list of records you follow:

Mass Follow

Sending Mass Emails

Emailing contacts & leads has never been easier! Ascendix Search supports sending up to 150 emails at a time. Learn more.

You can send emails to:

  • All records in the current view
  • Your saved search/system view or Ad-Hoc list
  • Picked records from the list

To send mass emails:

Step 1. Click on the Email icon at the top right corner of the Ascendix Search. The Email popup will appear.

Step 2. Select the list you want to mass email in the Send email to the field.

Step 3. Select the name of the list if you chose to mass email to a saved search/System view or Ad-Hoc list.

Step 4. Type your message or Insert a Template. Insert attachment if you need it. Hit the Send button!

Sending mass emails

Ascendix Search – Sending Emails to Multiple Recipients

Export to Excel

Tagged with: Data

Have a search result that you want to print off, share with the team, or manipulate outside of Salesforce? Ascendix Search lets you quickly export your results, so you can have your data on the go.

* This option is only available for those with the export permission enabled. Speak with your admin to enable or consult the Admin Guide for your version of Salesforce.

Step 1. From the search results page select Export to Excel from the top right.

Step 2. From here you can choose what kind of data will be exported. Export when done.

Export to Excel Ascendix Search for Salesforce

What you should know about the Export to Excel functionality:

  • Your admin should grant you rights to enable this feature.
  • Admin can define the maximum number of records you can Export with a single action (from 0 to 50,000 records).
  • You can choose to export records to Excel, CSV, or an HTML Document.
  • You can export all records in the current view, all records matching the search criteria or the selected records. If you have more records than the limit that was set for your ORG, then you’ll get only the first X records within a set limit.
  • You can customize the results columns, add related objects values to get more meaningful data.

Saving, Sharing, and Deleting Your Search

Tagged with: Search, Configuration

Ascendix Search app lets you save your searches for future needs so you won’t need to recreate the same search every time when you need to get certain data.  For each search, you can customize results columns and define charts and graphs for further analysis of your search results.

E.g., you can create a list of Contacts you should call once and then focus on approaching Contacts in the list, not recreating the search criteria.

Our extensive list of relative date search operators like on or before X days/weeks/months and advanced search functionality will help you to create searches that you can re-use without modifications.

Step 1. Select Save Search from the bottom right of the screen.

Ascendix Search Saving Search

Step 2. You will be prompted to fill out a Name & Description for your search.

Step 3. Click Save when done. Make sure to check Save as new if you don’t want to rewrite the existing search.

My Leads save search

Ascendix Search – Saving Search

Your saved searches will appear in the Saved Search dropdown at the top. Besides, you’ll access saved System Views here as well.

Saved Searches

Ascendix Search – Saved Searches List

You can always edit your saved search and choose to save it as a new search or save this search.  When you have a saved Search opened, you can create new searches by using the +Create New Search button.

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

Sharing a Search

Sometimes you want to quickly share information with your team or coworker. Ascendix Search has got you covered. You can easily share your saved searches with individual users or teams.

Here is how to share your search:

Step 1. Select Share Search from the bottom right of the screen. The Share Search button will only appear for saved searches. Be sure to save before sharing.

Share Ascendix Search

Ascendix Search – Sharing a Search

Step 2. Choose to share your search with users or groups. Start typing the names in the Search Group field and select the magnifying glass.

Sharing search

Step 3. Select the user/group you want to share your search with and select Read/Write Access level if you wish to grant them edit permissions.

Sharing search

Ascendix Search – Granting Read/Write Access level

You can see users/teams you shared your search within the Section ‘Shared with’.  Check/uncheck Allow Edit or Unshare the Search anytime.

By clicking the Get a link icon in the left bottom corner, you get the link to this search.

*Read/Write access level allows the selected user(s) to edit your search and those changes will be reflected in your saved searches. 

Deleting a Saved Search

Have a Saved Search that you no longer need? Let’s quickly go through and delete them.

Step 1. From Saved Search select the search you would like to delete.

Step 2. Now click Delete Search.

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

Deleting your saved search

Ascendix Search – Deleting of a Saved Search

You are done!

Adding/Removing Columns

Tagged with: Search, Configuration

With Ascendix Search, you can modify columns for every search. Moreover, you can add values from related Objects to make your search results more meaningful.

E.g., you can add Industry, Employee number to your Contacts lists to prioritize contacts you wish to target.

To modify columns for your search results, click on Select Columns in the bottom right-hand corner.

Ascendix Search Select Columns

Ascendix Search – Select Columns Button

First, select a value you want to add/remove/move.

Then use the arrows in the interface to navigate the value to the desired location. Hit OK when done.

Ascendix Search customize columns new

Ascendix Search – Select Results Columns

Only values in the Selected area will be displayed as columns.

Make sure to save your list to keep the order of columns for future use.

That’s it!

Ascendix Search Tips & Tricks

Tagged with: Search

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.

Drag and Drop Search Criteria in Ascendix Search for Salesforce

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.

Edit Ascendix Search Labels

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

Renaming or Deleting Search Criteria in Ascendix Search

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.

Ascendix Search app for Salesforce highlighting

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.

Ascendix Search app for Salesforce Record Details on a 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!

Ascendix Search Accounts Followed by Me

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.

OR, NOT IN Conditions

Tagged with: Search

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 Dallas or Oklahoma OR Search Salesforce

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 Not In Contacts that were not reached today

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 accounts without contacts

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

Search for Records via Charts

Tagged with: 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 Charts

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.

Search Salesforce records via charts Ascendix Search

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

Expanded Search Operators

Tagged with: Search

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 expanded search operators Salesforce

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.

In Search Operator Salesforce Picklists Ascendix Search

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

Numeric Search Operators Ascendix Search

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 Date Filters Salesforce

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
Relative date filters salesforce

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 Salesforce mass follow records

Ascendix Search – Records Mass Follow