Keeping your recently sold records up to date helps you avoid wasting marketing dollars and gives you valuable insight into deals that may have slipped through. In this video, we walk you through the full process, from setting up your SiftMap filter to tagging records and excluding them from future campaigns.

In this video, you'll learn how to:

Filter SiftMap to show only existing records that have recently sold
Save that filter as a preset for quick, repeatable access
Enable Auto Add so newly sold records are pulled in automatically
Tag records as Recently Sold to keep your data organized
Exclude the Recently Sold tag from future marketing campaigns

Step-by-Step: Managing Recently Sold Records

1. Filter SiftMap for Recently Sold Records

Head to SiftMap and search by your market area. Under More Filters, select Show only records in my account — this ensures you're working with existing records only, not pulling in new ones.

Next, set the Last Sold Date minimum (e.g., January 1st of the current year). Apply the filters to see all records in your account that have sold since that date.

2. Save as a Preset

Before adding records, save this filter as a preset so you can pull it up instantly in the future without re-entering the filter blocks each time. Give it a descriptive name like Okaloosa County Recently Sold.

3. Enable Auto Add (Expert AI Plan & SiftMap Pro Add-On)

If you're on the Expert AI plan or have the SiftMap Pro add-on, you can configure your preset to Auto Add records. Once enabled, any property that receives a last sold date within your set timeframe will be automatically added to your account — no manual pulls needed.

To enable Auto Add: Toggle Auto-add on when saving the preset, or go to SiftMap → Presets → Configure after creating it. Auto-added records will appear in that preset's section and can be clicked to view and audit.

4. Add Records and Tag as Recently Sold

When adding the records to your account, you don't need to place them into a specific list — but do apply the "Recently Sold" tag. This tag makes it easy to identify and exclude these properties from any future marketing campaigns.

5. Track Progress on the Activity Log

Once you select to add the records, you can track the progress on the Activity → Upload page.. From there, click view properties and you can review the activity log for each property — check for missed follow-ups and dig into why a deal may have slipped through.

6. Exclude Recently Sold from Marketing Campaigns

When building your marketing filters (cold calling, direct mail, etc.), use the All Tags filter option and set it to Do Not Include: Recently Sold. Save this to each of your campaign filters so you never reach out to a recently sold property.

Need Help or Have Questions?

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How To: Update and Manage Your Recently Sold Records