The filters that turn four task lists into a searchable history - including the setting that makes searches come back empty.
Writing notes down is only half of it. The other half is finding one again eighteen months later, when a Client asks what you agreed and you need the answer in front of you.
This guide covers the Search By Database Filters panel — the filters that turn four task lists into a history you can cut whichever way you need.
Go to Task Management › Task Activities and open the list for the Database Type you want — Client, Prospect, Web Lead or Contact. Each keeps its own history.
The button sits at the top of the list. The list itself opens on what is outstanding; the filters are how you reach everything else.
Client Type, Client Rating Type, Lead Type, Task Type, and a Schedule Date range. These are your own codes, not ours, which is what makes the search worth having — you are searching the way you actually organise your database.
Three choices, and this is the one people miss. Not Completed is what the list opens on. Completed gives you the history. All gives you both.
If a search comes back empty when you are certain the record exists, this is almost always why — the record is there, but it is on the other side of this setting.
Choose Completed and search, and there is everything you have ever written down. Every call, every meeting, every follow-up, with the note you made at the time.
Go back into the filters and pick a single Task Type. Business Card Scan on its own returns the cards you photographed; Phone Call on its own returns your call history.
One history, cut whichever way you need it.
Search Completed, not All, when you want history. All mixes what you owe people into what you have already done, which is rarely what you are looking at history for.
Use the date range for reviews. One Client, one year, everything you did — that is a client review pack in about four clicks.
One Task Type at a time answers most questions. Every meeting this quarter. Every business card scanned this month. Broad searches are for browsing; narrow ones are for answers.
Keep your Task Types few and meaningful. The filters are only as good as the codes behind them. Twenty types nobody uses consistently make a worse search than five that everybody does.
Write the note properly at the time. The filter finds the Task; the note is what actually answers the question.
Every note you write in Add a Task lands here, which is why dictating a full note beats typing a short one.
The Not Completed filter shows the same Tasks that drive the outstanding count at the top of every page — see Set a Follow-Up Reminder.
Tasks created automatically by the Business Card Scanner and by Workflows are searchable in exactly the same way.
My search returns nothing. Check the Task Completion Status first. A completed Task will not appear while the filter is on Not Completed.
I know the note exists but cannot find it. Widen the date range. The range defaults to a window around today, not to all time.
The Task Type I want is not in the list. Types come from your own settings. Add it under Task Settings, though it will only tag Tasks created after that.
I am searching the wrong list. A Prospect Task lives on the Prospect list, not the Client one. Each Database Type is searched separately.
Too many results to read. Add a second filter rather than scrolling. Task Type plus a date range narrows most searches to a screenful.
Your own settings — Client Types, Rating Types, Lead Types and Task Types. That is why the search matches how you work.
The list opens on Not Completed. Switch to Completed, or to All.
No. Each Database Type keeps its own task list and is searched on its own.
The Search box above the results filters what is on screen. The filters narrow first, the search box refines after.
As far back as your records. Nothing is aged out — widen the date range and it is there.
The task lists print, and Database Reports covers the reporting side properly.
Yes. Filter to the Business Card Scan Task Type and you have every card you have photographed.
Every note you have ever written down is still there. Here is how you find it again. On any Task list, open Search By Database Filters. This is where it earns its keep. Filter by the codes you set up. Client Type, Rating, Lead Type, Task Type, and a date range.
Choose Completed, and Go Search.
And there is everything you have ever written down. Every call, every meeting, every follow-up, with the note you made at the time.
Now narrow it. Go back into the filters and pick one Task Type instead. Business Card Scan, and there is the card you photographed this morning. One history, cut whichever way you need it.
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