Your Guide to Making Data Accessible and Searchable

When you gather customer data, the best thing you can do is put it in a customer relationship management (CRM) platform. A CRM lets you store, organize, and analyze your data so you can use it to improve your sales and marketing efforts.

But your CRM data won’t be useful to you if your team struggles to access it. That’s why making data accessible and searchable within your CRM is so important. The question is, what does that look like, and how can you do it?

That’s just the question we’re here to answer. Keep reading to find out more.

What does it mean for data to be accessible and searchable?

Let’s start off by defining the idea of searchable and accessible data. Basically, your team needs to be able to easily search for, locate, and navigate your data. You want to be able to access your data at the click of a button, and if there’s a specific data point you’re looking for, you should be able to easily search for it and find it. 

Benefits of making data accessible and searchable

The main benefit of making data accessible and searchable is straightforward—it makes your life easier. The less time you have to spend poring over spreadsheets and datasets, the more time you’ll be able to devote to other projects that require your attention. Looking for data shouldn’t be hard.

Furthermore, the more organized your data is, the easier it is to compile it into customized reports, charts, and graphs. That allows you to uncover additional patterns and insights about your audience, which you can use to inform your sales and marketing.

Overall, having more accessible CRM data saves you time and enhances the impact of your sales and marketing efforts.

2 ways to ensure accessible CRM data

There are two major steps you can take to ensure more accessible and searchable data. Here’s an overview of each one.

1. Find a CRM that makes it easy

The first and most essential step to making data accessible and searchable is to get a good CRM. Without a CRM, you won’t have much luck efficiently organizing and categorizing your data. And if your data’s not organized, it certainly won’t be searchable.

Of course, you need more than just a CRM—you need a CRM that prioritizes data organization and accessibility.

Some CRMs don’t focus heavily on organizing or categorizing your data—they just throw it all in a database and let you worry about sorting it out. Some CRMs are overly complicated and difficult to use. Don’t get one of those CRMs if you can help it. Instead, choose one that will automatically categorize your data for you and make it easy to access.

Also, look for a CRM that contains a search function, allowing you to easily search for specific data points or contacts within the database. Ideally, that search function will even have filters to help you narrow down your searches even more.

2. Train your team on searching and accessing data in your CRM

The other big step you can take to get more accessible data is to train your team on using your CRM. You could get the most perfect CRM in the world, but it still wouldn’t help your team to easily find data unless you showed them how.

You should make a point of training your team on how to use your CRM, and showing them how to access data should be part of that training. Make sure they understand how to take full advantage of your CRM’s search feature, as well as how to generate and view custom reports.

When your team has easy access to this information, they can uncover better insights and drive more sales for your business.

Nutshell is the perfect CRM for obtaining accessible and searchable data

Trying to find the ideal CRM solution for your company’s needs? Nutshell is the perfect fit. Not only does it make it easy to import, organize, and access your data, but it also contains features like:

• Sales automation
• Email marketing functionality
• Custom report generation
• And more!

Not sure if Nutshell is the right choice of CRM for your business? No worries. You can try our 14-day free trial to find out for yourself if Nutshell is the right option for you. Check it out today to get started!

FAQs on making data accessible and searchable

• 1. What’s the difference between data accessibility and searchability in a CRM?

  Data accessibility means your team can reach and view CRM information when they need it. Searchability means they can quickly find specific data points within that accessible information. Think of it this way: accessibility is having a library card, while searchability is having a catalog system that helps you locate the exact book you need.

   

• 2. What CRM features should I look for to ensure my data is searchable?

  Look for a CRM with robust search functionality including keyword search across multiple fields, advanced filters (by date, status, owner, or custom fields), saved search views, and quick-find capabilities. The best CRMs also offer customizable dashboards and the ability to create searchable custom fields tailored to your business needs.

   

• 3. How do I train my team to use CRM search features effectively?

  Start with hands-on training sessions focused on your team’s daily workflows. Create quick-reference guides showing common search scenarios, and use real examples from your business. Schedule brief refresher sessions quarterly, and designate CRM champions who can help teammates troubleshoot. Most importantly, show your team how effective searching saves them time.

   

• 4. Can I make custom fields searchable in my CRM?

  Yes, most modern CRMs let you make custom fields searchable. When creating custom fields, ensure they’re added to your search views and filters. This lets you search by industry-specific data, unique identifiers, or any custom information relevant to your business. Nutshell makes it easy to create and search custom fields without technical expertise.

   

• 5. How often should I audit my CRM data to maintain searchability?

  Conduct quick monthly audits to remove duplicates and update outdated contacts. Schedule comprehensive quarterly reviews to assess data quality, update workflows, and ensure your search functionality aligns with current business needs. Regular maintenance prevents small issues from becoming major searchability problems that slow down your team.

   

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