Creating Filters in InsideView Refresh

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InsideView Refresh allows you to receive updates for your Salesforce and Microsoft Dynamics CRM account data based on filters you define. 

As soon as a filter runs successfully, you will be able to review the total number of matches and updates processed by that filter.

This article provides detailed instructions about how to create filters. 

Create a Filter in Salesforce CRM

Step Description Details
1 Create a filter To create a new filter, click Create Filter.

         

 

2 Define filter To define the parameters of your filter, enter the following filter details:        
  • Filter Name – name of the filter
  • Record Type – the type of record. For example, Accounts.
  • Match Records – Select the Include option to create a filter that manages matched records. Select the Exclude only option to create a filter that excludes matched records from being managed.
  • Active – Select yes or no to make a filter active or inactive.
  • Priority – Set the priority value from 1 to 5.
Note: If an account is captured in more than one filter, it will only be managed by the filter with the highest priority.
        

 Note: You can add up to four “Include” filters and one "Exclude Only" filter. You may also upload a file containing the accounts you want to manage.

3 Enter the field name On the Field Criteria region, enter the Field name.

       

Once you enter the first letter of the name, a list of field names is populated. Select a field name and enter the operator. 

If you are not sure why a field is not available, check the filterable fields from the Create View or Edit View section in Accounts object of your Salesforce CRM.

Note: You cannot create a filter with any text area and descriptive fields. This is a Salesforce CRM limitation. For example, you cannot create a filter with the Description field. 

4 Select the Operator After entering the Field name, select the appropriate Operator.

        

You can choose the following values for the corresponding datatypes:

  • String: equals, not equal to, like, not like, starts with, does not starts with, ends with, does not end with.

  • Boolean: equals, not equal to. 

  • Picklist: equals, not equal to, like, not like, starts with, does not starts with, ends with, does not end with. 

  • Text area: equals, not equal to, like, not like, starts with, does not starts with, ends with, does not end with. 

  • Double/Number: equals, not equal to, greater than, greater or equal, less than, less or equal. 

  • URL: equals, not equal to, like, not like, starts with, does not starts with, ends with, does not end with.

5 Enter the field value Once you have entered Field name and selected an Operator, enter the Value for the field criteria.

Here are some examples of filters, showing the field used in Salesforce, an operator and a sample value:

  • Select the industry field, operator as equals and enter value as Media.

    This filter will retrieve all accounts that have an industry type that equals to Media.

  • Select the CreatedDate field, operator as greater than and enter the date.

    This filter will manage only accounts that have a CreatedDate that starts after January, 1st, 2015.

  • Select the BillingState field, operator as Not equal to, and enter the state name such as CA.

    This filter will retrieve accounts from states other than CA (California).

  • Select the InsideviewId custom field, operator as equals and leave the value as blank.

    This filter will manage accounts that do not have any value in the InsideviewID custom field in Salesforce CRM.

    Note: If you create a filter with a blank Value field, you must press the Enter key to add a new filter row. 

Click Next.

6 Map fields for your filter. On the Map Fields tab, some InsideView Refresh fields will be mapped to fields in your Salesforce CRM by default, as illustrated below:

  

If you are mapping fields for the first time, enter the field names to select a field to which you want to map a field.

     

For each field, select one of the following options:

  • Overwrite – Always push field value  updates automatically into your CRM, overwriting your existing values.
  • Overwrite if blank – Push field value updates automatically into your CRM only when the particular field is empty.
  • Flag only – Flag field value updates but does not automatically push them into your CRM. You will receive email notifications based on the frequency settings. These updates will also be visible in the Review Updates section.

Click Next. 

7 Set frequency On the Set Frequency tab, select the frequency at which you want to run the filter to receive updates from InsideView Refresh.

        

Note: InsideView Refresh will send update notifications based on the frequency settings to receive them. In addition to this email, you will receive a notification with weekly digest of updates on every Monday for each filter that you create in InsideView Refresh.

Click Next.

 8 Finish Review the filter details and click Finish and Run to begin processing updates immediately.

        

Click Finish and Close to run InsideView Refresh filter at the scheduled date and time. 

9 Review Filters You can also select any filter and click the run icon to execute it or click the edit icon to make necessary changes.

 

 

Create a Filter in Microsoft Dynamics CRM

InsideView Refresh allows you receive updates and review matches for your Dynamics CRM account data based on filters you define.  

Step Description Details
1 Go to the InsideView Refresh page To add a new filter, click Create Filter.

 

2 Define filter details In the Define Filter pop-up window, enter the following filter details shown:

 

  • Search – search for an account by typing the account name.
  • Filter Name – enter name of the filter
  • Record Type – select the type of record. For example, Accounts.
  • Match Records – choose either to include or exclude match data for accounts from the Dynamics CRM by selecting the Include Matched Records or Exclude Matched Records option.
  • Status– Turn on/off the filter by dragging the Filter status icon. If it is green, then the filter is active. 
  • Priority – Set the priority value from 1 to 5. For example, select 2 from the list.

Note: You can add up to five filters only. 

Click Next.

3 Map fields

On the Field Mapping tab, by default some InsideView Refresh fields are mapped to your Dynamics CRM fields as illustrated below:

     

To map custom fields, select the following options:

  • Overwrite – Always push field values automatically into your CRM, overwriting your existing values.
  • Overwrite if blank – Push field values automatically into your CRM only when the particular field is empty.
  • Flag only – Send email notifications based on the frequency settings. These updates will also be visible in the Review Updates section.

Notes:

  • You can choose the all the fields by clicking on top Overwrite, Overwrite if Blank or Flag Only option or choose these options for individual fields.
  • If you are mapping fields for the first time, enter the field names to select a field to which you want to map a field.

    

Click Next.

4 Set Frequency

You can configure the frequency at which you want to receive updates from InsideView Refresh.

On the Set Frequency tab, select the type as shown below:

Note: The Start Date and Start Time indicates that the updates will be sent to your CRM from that specified date and time onwards.

You can select the following frequency types:

  • Daily – To receive updates on a daily basis.
  • Weekly – To receive updates from InsideView Refresh on a weekly basis on a specific time as illustrated below:

  • Monthly – To receive updates on a monthly basis on specific time as shown below:

  • Click Next

5 Finish and run a filter Review the filter details and click Finish and Run to execute the filter.

Click Finish and Close to close the Filter page.

6 View the filter To view the filter that you have added, scroll down on the InsideView Refresh home page as shown below:

Select a filter and do any of the following actions:

  • Click the Run icon to execute a filter.

  • The Run Filter pop-up appears.

    run_filter.png

  • Click Yes to run the filter.
  • Click the Edit icon to edit a filter.
  • Click the Delete icon to delete a filter.

     

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