How to Use Filters and Create Saved Filters

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Beamery filters allow you to identify relevant candidates in your database and combine a range of CRM data fields, for a more accurate search. These can include data such as Status, Global Tags, job title, Profile Tags as well as time-based filters - such as "last contacted" or "last heard from".

When you have applied your filters successfully you can save the results as a Saved Filter. This lets you access your set of filters and the candidates that match them, whenever you want.

Table of Contents

How to Apply a Filter
How to Apply Multiple Filters
A Note on Filter Logic
Using Time Based Filters
How to Save a Filter
Filters in Recipes

How to Apply a Filter

  1. To apply a filter, first navigate to the People Grid by clicking on the People icon in the left-hand navigation menu.
  2. If the filter panel isn't already open, click the Show filters button located at the top left corner of the grid to open it. 
  3. To apply a filter to your candidate CRM database, click on the name of the filter. A selection of parameters will appear to qualify how to apply the filter.
  4. The options available for most filters are:
    • Contains - available for Company, Title, Location and Profile Tags fields only; specifying a word in the text box will return any full or partial matches for that field (i.e. "Engineer" will return "Backend Engineer" and "Senior Software Engineer").
    • Is - specify criteria in the text box you would like to filter candidates by
      Note: the system will search for exact matches only when you use the is filter option. 
    • Is not - specify criteria in the text box that you would NOT like to appear in candidate search results.
    • Is filled - filter candidates where there is a value entered for this filter.
    • Is empty - filter candidates where there is no value entered for this filter.
  5. If you would like to enter more than one parameter for a filter, select your first parameter, then click Add additional at the bottom of the filter. If you have more than one parameter for a single filter, you can select whether candidates should meet ALL (AND) or ANY (OR) of the parameters for this filter by clicking the AND/OR button, depending on the search you intend to run. 


How to Apply Multiple Filters

  1. When applying multiple filters, you can toggle your filter settings to search for candidates that meet ALL or ANY of the filters you apply. Simply click the AND/OR button at the top of the filter panel to toggle between these options.
  2. To add another filter from the filters menu, simply select the appropriate filter and enter the criteria as before. The contacts that meet your combined filters will appear in your People Grid.


A Note on Filter Logic

It is important to be careful when applying filters to make sure the logic operators (AND or ORALL and ANY) are applied in a way that gets you the results you expect. This is best illustrated with some examples.

First, we'll look at the logic between filters. This is the AND - Match all and OR - Match any logic that you can toggle at the top left of the filters panel and impacts the logic used between filters of different types. Unless changed by you, the default logic is AND - Match all, meaning all conditions indicated by the filters must be true for contacts to show up in the results list.

For example, in the filter configuration below, the resulting list of contacts are in the "General Sales Candidates" pool AND have the Global Tag "ATS - Shortlisted" on their profile.

If we click on the AND - Match all button to switch it to OR - Match any, then the list of contacts changes. Notice below that the total number of results has increased from 3 to 158. This is because the list now includes all the contacts in the "General Sales Candidates" pool in addition to all the contacts who have the Global Tag "ATS - Shortlisted" on their profile. This includes the contacts who have both conditions true but also includes the contacts who have just one of the conditions true.

Similar care should be taken when considering the logic within multiple instances of the same filter. By default, when you click "+Add additional" to add another instance of the same filter type, the logic is OR - Match any. This is shown visually as an OR between each additional filter and by the OR - Match any shown at the bottom left below the last iteration of the filter.

In the example below, the list of contacts includes anyone who is a member of any of the three pools indicated. That means every member of the "Claims Adjusters" pool, every member of the "Cyber Security Experts" pool and every member of the "Financial Analyst" pool, for a total of 138 contacts.

However, if we toggle the OR - Match any at the bottom of the filter to AND - Match all, then the list of contacts changes (and the word between the filters changes to AND). Notice below that the total number of results has decreased from 138 to 31. This is because the list now includes only the 31 contacts who are members of all three of the pools.

Match all.png


Using Time Based Filters

Use time-based filters to search for contacts based on the point in time an action was taken. With time-based filters you are able to filter contacts by the following:

  • Last Contact 
  • Last Heard From 
  • Last Email Interaction 
  • Days in Status
  • Date Created 
  • Unsubscribed 
  • Campaign Received Date
  • Last Consented
  • Date Added to Any Pool
  • Date Added to Any Vacancy

Through time based filters, you will be able to filter contacts within a date bracket, on an exact given date, before or after a given date or excluding a given date entirely.  

Similar to all other filters, you are able to add additional time based filters in order to narrow down contacts within your People Grid. 


How to Save a filter

  1. To save the filter that you have created, simply click on the vertical ellipsis button above the filter panel and select Save As from the dropdown menu.
  2. A small window will appear where you can name your filter. Saved filters are private, but Super Admins can tick the box when saving a filter to make it visible to your entire organization.
  3. Your saved filter will now appear in the filters drop-down list for easy access. Private filters that only you can see are marked with a padlock symbol.
  4. You may also select an existing public filter and choose 'Save As' to create your own private copy. Selecting 'Save As' for an existing private filter will allow you to update it. To rename a private filter, select 'Rename'.
  5. If you no longer require the saved filter, simply select that filter from the drop-down, then select the 'delete' option under the three dots button.
  6. Super Admin users have the ability to make public copies of private filters owned by any other users if needed. 


Filters in Recipes

Filters in Recipes work the exact same way, allowing you to find candidates using full Boolean support, combining resume queries, text search and the flexible AND/OR queries across your match. To learn more about creating Recipes, click here.


In Summary...

Filters in Beamery offer a highly customizable and user-friendly way to search and segment your CRM.