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Overview of bulk actions and reporting features

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Learn how to perform bulk actions and generate reports for selected contacts, including exporting data, assigning categories, and managing marketing lists.

This article covers:

About bulk actions and reporting options

Bulk actions allow you to manage multiple contacts simultaneously, saving time and improving efficiency. These options include exporting data, assigning categories, updating access, and generating reports.

Note: Once you've selected your filter criteria and run the search, these options become available to you.
Filter-contacts-search.png

Bulk actions and reporting options

The majority of the bulk actions are performed "Offline" and will provide the user with email confirmation once completed.

  • Export CSV - Select or deselect the contacts you want to export to an Excel spreadsheet. Then, click on the Export CSV tab
  • Printable Contact List - This tab lets you download a printable report for the selected contacts. This will include the contact name, insert/touch/modified date, address, phone, email, and marketing contact
    Printable-contacts.png
  • Notes CSV - Select or deselect the contacts you want to export their notes from, then click on the Notes CSV tab. A new window will open, allowing you to choose a specific date range or note type to export all contact notes for the selected contacts
    Export-notes.png
  • Contact Distribution List - You can group all contacts selected for marketing or reporting purposes. We offer the option to create a new distribution list or add to an existing one
    Distribution-list.png
  • Source of Enquiry - This tab allows you to generate a report on the source of enquiries added against the selected contacts. This report can be based on the contact only or include the contact and its associated properties
    Source-of-enquiry-type.png
  • Buy/Lease Requirements - This tab lets you generate a report on the sale or lease requirements added to the selected contacts. You can choose to produce the report on sale requirements or lease requirements from the Report Type drop-down menu
    Buy_lease-requirements.png
  • Assign to Category - This tab enables you to bulk reassign the contacts you've selected to a specific contact category
    Assign-to-category.png
  • Remove from Category - This tab enables you to remove multiple selected contacts from a specific contact category
    Remove-to-category.png
  • Assign Marketing Contact - This tab allows you to bulk assign Marketing Contact #1 or Marketing Contact #2 to a staff member within your office
    Assign-marketing-contact.png
Note: Once this has been actioned, it cannot be reversed.
  • Archive Contacts - This tab lets you bulk archive or unarchive selected contacts
    Archive-contacts.png
Note: Archived contacts will stay hidden from searches unless you choose to include them.
  • Delete Contacts - This tab lets you delete multiple contacts at once that you've selected
    Delete-contacts.png
Note: Once these contacts have been deleted, this action can't be undone.
  • Update Access - This tab allows you to select a staff member to bulk assign access to the contacts chosen. You can pick the staff member and carry out bulk actions such as Add To View/Read Access, Add To Edit Access, Remove From View/Read Access, or Remove From Edit Access
    Update-access.png
Note: This is where you can reassign contacts if a staff member leaves the company and you need to reassign these contacts to another staff member.
  • Send to MailChimp - If you use MailChimp, you can send the selected contacts to your MailChimp account. You can add the List Name and click on Next to send to MailChimp
    MailChimp.png
Note: You'll need to have the MailChimp integration set up before you use this function.
  • Add Bulk Note - This tab lets you bulk assign a note to the selected contacts. You can add the note details, choose the note type, or set a reminder
    Bulk-note.png

  • Mail Merge Letter - This tab enables you to perform a bulk mail merge with a cloud letter against the contacts you've selected. Once merged, all contact details will be populated from the merge fields in the cloud letter template
    Bulk-mail-merge.png

  • After generating the documents, click File > Print to print or save them as a PDF
    Print.png

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