Record lookup
From a fragment of a name, a phone number, or the memory of a call, it finds who's involved among your own records.
This is how a search starts from a phone number and a month, together with the narrowing question and the evidence.
Who can ask what?
Apex only does what the person asking is authorised to do. Which companies you see is decided by your group.
Click your own role, and only the example prompts you can ask Apex for stay on the page. The filter only rearranges this page; it changes nothing in your account or your permissions.
Several requests at once
You can string the clue, the narrowing and the next step into one sentence, and Apex works through all of it in order.
- What happens
- Apex searches on the name and the activity together, and returns the matching record in one step.
- Where it shows
- The result appears in the chat and on the results tab.
- What happens
- Apex searches for the name within the campaign, and opens the record it finds.
- Where it shows
- The result appears in the chat, the record in the workspace.
- What happens
- Apex finds the record for the number, then sends the exclusion for approval. The company only comes out of every campaign after you approve it.
- Where it shows
- The approval happens in the chat, the result appears on the record.
- What happens
- Apex finds the record, and logs the call on it without needing approval.
- Where it shows
- The call appears among the touches on the record.
What kind of clue starts a search
Half a name, a fragment of a number, or the start of an email address is enough.
- What happens
- Apex searches the letters' sender and recipient addresses and the contacts' addresses for the address fragment, and shows which record it can be linked to.
- Where it shows
- The result appears in the chat, the details on the results tab.
- What happens
- Apex searches the records, the links on them and the letters' addresses for the fragment of the domain, and shows the most likely matches.
- Where it shows
- In the chat and on the results tab.
- What happens
- Apex searches the content of the company profiles for what the company does, and returns the records that match.
- Where it shows
- The results tab also shows the activity as the basis for the search.
This is different from the topic of a meeting: it searches the activity in the company profile, while you give the details of a meeting as free text.
- What happens
- Apex narrows the search to the campaign you named, and shows the records with a matching name from there.
- Where it shows
- In the chat and on the results tab.
How it narrows the search
If several similar candidates come up, Apex asks a question to narrow it down, it never guesses.
- What happens
- If there are several equally likely candidates, Apex asks a question that lets you narrow the search further.
- Where it shows
- The question appears in the chat, the candidates on the results tab.
The answer doesn't start a new search, it refines the same result further.
- What happens
- Apex adds your answer to the previous search as a new clue, and picks out the matching candidate.
- Where it shows
- The updated result appears in the chat and on the results tab.
- What happens
- Apex starts a new search across everything, without the earlier narrowing.
- Where it shows
- The new result appears in the chat, the earlier tab stays separate.
- What happens
- Apex narrows the search to the companies that appear in one of our campaigns.
- Where it shows
- The results tab shows that the search was narrowed to the campaigns only.
When the letter went out
A month or a period is enough for Apex to search only among the relevant companies.
- What happens
- Apex narrows the search to the companies that received a letter in the month you named, and checks their company profiles for the number among them.
- Where it shows
- The result appears in the chat, and the period you searched also shows on the results tab.
If you just name a month, Apex takes it to mean the most recent one. If you mean an earlier one, say the year too.
- What happens
- Apex searches the text of the touches logged in the period you named for that detail, and shows which record it appears on.
- Where it shows
- The result appears in the chat.
- What happens
- Apex also searches back through the correspondence, and shows you the evidence taken from the letter if it finds one.
- Where it shows
- The results tab shows which letter the clue appeared in.
By default it searches the correspondence back one year, up to three years on request. An older relationship than that is kept on the record or the campaign membership.
A clue you've found, what can come next
The lookup only names the record, you say what the next step is.
- What happens
- Apex opens the found company's record in the workspace.
- Where it shows
- In the workspace on the right.
- What happens
- Apex logs the call on the record without needing approval.
- Where it shows
- Among the touches on the record.
- What happens
- Apex sends the exclusion for approval with the reason you gave. Once you approve it, the company comes out of every campaign's letters.
- Where it shows
- The approval happens in the chat, the result appears on the company's record.
Exclusion is company-wide: the company comes out of every one of its campaigns at once.
- What happens
- Apex drafts the reply and puts it on a letter card for approval. The letter only goes out after your approval.
- Where it shows
- On the letter card in the chat, and after sending, on the record's Touches tab.
- What happens
- Apex finds which record the letter might belong to, and links it once you confirm.
- Where it shows
- The letter then also appears on the company's record.
Reopening an earlier search
A results tab stays around even after a refresh, and you can bring it back any time.
- What happens
- Apex reopens the results tab of the most recent search, and gives you a short summary.
- Where it shows
- In the workspace on the right.
- What happens
- Apex brings back the results tab of the earlier search.
- Where it shows
- In the workspace.
The tab stays around even after a refresh, and you can bring it back.
- What happens
- If the search kept going through the company profiles in the background, Apex tells you where it's got to, and lets you know when it's done.
- Where it shows
- The progress shows in the chat and on the results tab.
What it sees, and what it doesn't
The lookup only looks among your own data, and only in what you can already see.
- What happens
- Apex tells you: it checks the records, the manually added contacts, the correspondence, the touches, the tasks, the campaign membership and the profiles of known companies.
- Where it shows
- The answer appears in the chat.
- What happens
- That needs the target group search: Apex tells you so, and shows you where you can start it.
- Where it shows
- The answer appears in the chat.
The lookup only looks among your own data, it doesn't search for new companies.
- What happens
- Apex only searches among what you can already see in the system. The company lead searches across the whole company's data.
- Where it shows
- The results tab shows exactly the scope you can see.
Good to know
The decision is always yours
Wherever approval is needed, Apex shows the card, and only carries it out after you click.
It only works from what it has
Apex tells you what's on the record and in the correspondence. If there's no data on something, it says so.
Another team's company
If another team within your company is working with a company, Apex flags it as taken, and doesn't say who's handling it.
In your own words
You can write to Apex in your own words. The example prompts work verbatim too, but it understands your own phrasing just as well.
A closed system.
Access by invitation. Request it from your company email address, and our expert colleague will be in touch.
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