The inbox search bar allows you to find specific conversations along with special filters found only in Aptly. Locate any conversations where you’ve been @Mentioned, find an assigned conversation, or search for related locations.
In this article, you will learn how to:
- Search for a conversation
- Use the quick filters
- Use the advanced filters
How to Search for a Conversation
To search for a specific conversation, locate the search bar at the top of the Conversation Previews in the second pane. Click inside the search bar. On the left side of the search bar, it will show a label of All Inboxes. Clicking upon this will display the available inboxes to search for a conversation.
- All Inboxes: When searching for a conversation, this will look through all inboxes that your Aptly account has access to.
- All Shared: This setting will prompt a conversation search only in the shared inboxes.
- All Private: Selecting this setting will only search for a conversation in private inboxes that the team member has access to.
- Private Inboxes: The team member will be able to select which private inbox (if multiple) they want to hone in on when searching for a conversation.
- Shared Inboxes: If a team member has access to multiple shared inboxes (they oversee leasing for multiple complexes, for example), they will be able to select the singular shared inbox they would like to search a conversation for.
How to Use Quick Filters
My Inbox
Aptly offers six quick filters to search for a conversation in your personal inbox
Filter | Description |
Open | This filter will show all conversations that are open, whether they are read or unread; archived conversations will not show in this view. |
Archived | Conversations that have been archived will be hidden from your inbox but will still be accessible to read and reference. |
Unread | Use this filter to quickly see what emails or SMS have not yet been read. |
Snoozed | Snooze conversations can be a convenient way to move conversations from the inbox until later, when you may want to follow up with an individual (after a tour, for instance). |
My Mentions | Through this filter, you will be able to locate any conversations where you are specifically referenced by another member of the team. |
Attached | This filter can be useful when looking for emails containing renters insurance documents or other attached files necessary for a workflow. |
Team / Shared Inboxes
Shared inboxes offer the same filters to search for a particular conversation. In addition to the six quick filters mentioned above, there is one additional key filter for inboxes that are monitored by multiple individuals: Unassigned.
Filter | Description |
Unassigned | Utilizing this filter will provide an efficient way to quickly determine which conversations need to be assigned to a member of the team to ensure completion. |
How to Use the Advanced Filters
Message Filter
Message Filter | Description |
from: | Use of this filter will show all messages that were sent from a specific name, email, or organization in whichever inbox(es) you are searching. |
to: | Searching using the “to” filter will display all emails that were sent to a specific name, email, or organization. |
subject: “text” | This filter will only look inside the subject line for keywords or phrases. |
body: “text” | Similar to the subject filter, this will look through the body of emails for keywords or phrases. |
contact: | Enter in the name of the contact that you’re looking for. Results will only show if the contact is in your directory |
Teammates Filter
Teammates Filter | Description |
assignee: | When selecting this filter, a drop-down menu will appear with a list of all teammates at your organization. From there, the desired assignee can be selected and emails will be filtered to show only those assigned to that individual. |
mention: | A drop-down menu will populate showing all teammates at your organization; select the teammate who you want to filter for any mentions in the internal notes. |
commenter: | This filter will allow the ability to filter based on the user who added the comments. |
Advanced filters grouped under the Teammates tab will apply only to shared inboxes unless you have mentioned or tagged a colleague in a private conversation previously.
Properties Filter
It’s important to note that this filter won’t look through all the buildings, units, and properties that your team oversees. This filter will instead rely on specific statuses of conversations, topics that have been assigned, and more.
Properties Filter | |
has: reminder, attachment, draft | Easily sort through conversations based on if a reminder was set, if an attachment was included, or if a response was drafted but never completed and sent. |
is: unread, open, unreplied, archived, snoozed | Drill into emails that remain unread and need to be seen or that need to have a response sent out. This property filter will additionally allow you to search through only open conversations (read and replied to), archived, or snoozed to follow up on later. |
topic: | Searching by the topic filter will load a drop-down menu showing all public topics for your organization as well as any of your private topics that have been created in Aptly. |
relatedCard: | Use of this filter will assist in finding conversations related to particular cards, a helpful resource when searching for work order information, anything lease related, and more. |
relatedLocation: | This filter will show only those conversations related to a particular building/unit. |
relatedContact: | Searching by related contact will show all conversations if they have been related to a conversation |
filename: “sample.pdf” | If you know the name of an attached file that you are searching the inboxes for, utilize this filter to quickly locate the intended file. |