How to Search and Filter Clients, Sessions and Products

When your business grows and you have dozens of clients, sessions and products, finding what you need can be a challenge.

Good news: PhotoHeart has multiple search and filtering tools you might not know about. We'll show you all of them.

🔍 CRM Search

Where is it?

Path: CRM → Top of screen → Search bar

What can you search?

• ✅ Client name: "Maria Garcia"
• ✅ Email: "maria@gmail.com"
• ✅ Part of name: "Mar" finds "Maria" and "Martha"
• ✅ Part of email: "@gmail" finds all Gmail users
• ✅ Accent insensitive: "maria" finds "María"
• ✅ Case insensitive: "MARIA" finds "maría"

Usage example:

You have 200 clients and need to find Maria Garcia:

1. Type "Maria" in the search bar
2. PhotoHeart filters automatically
3. Only clients with "Maria" in name or email appear

Tip: You don't need to write the full name. The first letters already filter.

🏷️ Tag Filters in CRM

Where is it?

CRM → "Filters" button (funnel icon)

How does it work?

Tags allow you to categorize clients:

• "Weddings"
• "Communions"
• "VIP"
• "Pending payment"

How to filter:

1. Click the filters button
2. Select one or more tags
3. Only clients with those tags appear

Practical example:

You want to see only VIP clients with pending weddings:

• Activate filter: "VIP" + "Weddings"
• PhotoHeart shows only clients with both tags

📸 Sessions Search

Where is it?

Path: Sessions → Top → Search bar

What can you search?

• ✅ Session title: "Maria and John's Wedding"
• ✅ Client name: "Maria"
• ✅ Part of title: "Wedding" finds all weddings
• ✅ Accent insensitive: "sesion" finds "Session"
• ✅ Case insensitive: "WEDDING" finds "wedding"

Usage example:

You have 50 sessions and need to find Carlos's communion:

1. Type "Carlos" or "Communion"
2. PhotoHeart shows only related sessions

🎯 State and Tag Filters in Sessions

Where is it?

Sessions → "Filters" button

Filter by State:

PhotoHeart organizes sessions into states:

• 🔵 Without selection: Session created, client hasn't started selecting photos yet
• 🟡 Draft: Client entered gallery and started selecting, but hasn't finished
• ✅ Completed: Client completed and finalized their selection

How does it work?

• Without selection = You just created the session or client hasn't entered the link
• Draft = Client is working on their selection (process ongoing)
• Completed = Client confirmed their final selection

Filter by Tags:

Just like in CRM, you can tag sessions:

• "Urgent"
• "Weddings 2025"
• "Outdoors"

Combine filters:

Example: See only sessions in draft with "Weddings" tag:

1. Click Filters
2. Select state: Draft
3. Select tag: Weddings
4. Result: Only weddings where client is selecting photos now

📦 Product Organization with Folders

Where is it?

Settings → Products → Categories

How does it work?

Create folders (categories) to organize your products:

• Prints

  • 10x15
  • 20x30
  • 30x40

• Albums

  • Premium Album
  • Classic Album

• Extras

  • Video
  • USB Drive

How to create categories:

1. When creating/editing a product
2. In the "Category" dropdown
3. Type the name of the new category
4. If it doesn't exist, a "Create [name]" button appears
5. Click the button and it's created automatically
6. Next times it will already appear in the dropdown

How to delete categories:

• Each category has a "Delete" button
• When deleting a category:
  • ✅ Category disappears
  • ✅ Products are NOT deleted
  • ✅ Products automatically move to "Uncategorized"

Advantage:

Instead of seeing 50 unorganized products, you see:

• 📁 Prints (12 products)
• 📁 Albums (5 products)
• 📁 Extras (8 products)

📁 Session Package Organization with Folders

Where is it?

Settings → Session Packages → Categories

How does it work?

Same as with products, but for packages:

• Weddings

  • Basic Wedding
  • Premium Wedding
  • Deluxe Wedding

• Children

  • Birthday
  • Baptism
  • Communion

How to create package categories:

1. When creating/editing a package
2. In the "Category" dropdown
3. Type the name of the new category
4. If it doesn't exist, a "Create [name]" button appears
5. Click the button and it's created automatically
6. Next times it will already appear in the dropdown

How to delete categories:

• Each category has a "Delete" button
• When deleting a category:
  • ✅ Category disappears
  • ✅ Packages are NOT deleted
  • ✅ Packages automatically move to "Uncategorized"

🚀 Keyboard Shortcuts (Coming Soon)

We're working on quick shortcuts:

• Ctrl + K: Quick global search
• Ctrl + F: Quick filters
• Ctrl + N: New session

(Not yet available, but coming soon)

Pro Tips

1. Use descriptive tags

❌ Bad:

• "Important"
• "Pending"

✅ Good:

• "Wedding 2025 Q1"
• "Pending Delivery - Urgent"

2. Create categories before products

Before adding 50 products, create 5 main categories. Organize from the start.

3. Search by what you remember

Don't remember client's exact name but know they had Gmail?

Search: "@gmail"

4. Combine search + filters

Example:

1. Search: "Maria"
2. Filter by state: Draft
3. Result: All Marias who are selecting photos now

Summary of Available Tools

Frequently Asked Questions

Does search distinguish caps or accents?

No. "MARIA", "maría", "Maria" and "maria" give the same result.

Can I search by date?

Not directly. But you can use temporal tags: "January 2025"

Can I save favorite filters?

Not yet, but it's on our roadmap.

Are folders mandatory?

No. Products/packages without category appear in "Uncategorized".

Conclusion

PhotoHeart has 5 organization tools:

1. Text search (CRM and Sessions) - accent and case insensitive
2. Tag filters (CRM and Sessions)
3. State filters (Sessions)
4. Product folders (Products)
5. Package folders (Packages)

Use them in combination to find exactly what you need in seconds, even with hundreds of records.

Have more questions? Write to us at support@photoheart.app