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Use filter contacts

  • Updated

Learn how to efficiently filter contacts using different criteria options and perform bulk actions, as this feature can help with prospecting, contact reporting, and managing large data sets.

This article covers:

Use filter contacts

  1. Go to: Contacts > Search
  2. Click the Filter Contacts tab
  3. Choose the contact criteria according to the desired output
  4. Click Search to display a contact list based on the criteria selected

Learn more about the available criteria options.

You can carry out bulk actions or report on these contacts from the options above the results.

Learn more about the available bulk actions.

Filter-contacts-search.png

You can click on a contact name to open their profile card, view notes, or add a note against an individual contact.

You can save the selected criteria as a filter for future use.

  1. Click Save Filter
  2. Enter a name
    Save-filter.png
  3. Click Save

Saved filter options

You can use saved filters and delete them.

To use a saved filter:

  1. Go to: Contacts > Search
  2. Click the Filter Contacts tab
  3. Click the Saved Filter drop-down menu
    Saved-filter.png
  4. Select the filter

The system will automatically populate the fields

  1. Click Search

To delete a saved filter:

  1. Go to: Contacts > Search
  2. Click the Filter Contacts tab
  3. Click the spanner symbol to the right of the Saved Filter drop-down menu
  4. Click Edit to the right of the filter you want to delete

(Optional) You can also rename the filter from this area.
Manage-filters.png

  1. Click Delete
  2. Click Yes to confirm

Filter contacts criteria options

Below is a breakdown of the available criteria options.

  • Contact Type - Search for a contact entered as a Person, Company, Creditor/Supplier or Solicitor
    Contact-type.png
  • Date Range - Filter via the date range of when the contact was inserted, modified, or touch date
    • Insert Date - The date the contact was first created in the database
    • Modified Date - The date the contact card was last updated or when contact was made with the client (for example, when an email was sent)
    • Touch Date - The last date the contact card was accessed without any changes being made
      Date-range.png
  • Access By - Filter via the selected staff member or team that has access to the contacts
    Access-by.png
  • Marketing Contact - This is to filter using the staff member assigned as Marketing Contact #1 or Marketing Contact #2 against the contact. We also offer the option to search for a contact with an undefined marketing staff member assigned
    Marketing-contact.png
  • Property Relationship - You can search using specific relationships between a contact and a property in your database. If any of these options are selected, additional criteria fields appear to search by the Building Name, Property Address, or Tags
    Property-relationship.png
  • Dates/Anniversaries - Refine your search using contact anniversary dates added on the contact card. This includes the generic dates provided (Birthday and Pipeline) or custom-created date fields
    Dates.png
  • Requirements - This can be used to refine your search for buyers in your database, based on their Buy/Lease Requirements that have been added against their contact details
    Requirements.png
Note: If searching using Property Tag(s) in the Buy/Lease requirements, these tags must be added to the property card and included within the contact buy/lease requirements from the start.
  • Category(s) - Search through a list of contacts within a specific category or categories
    Category.png
  • Company Name, Position, Residency, Postal - This enables you to search using the address fields added to the contact card
    Company-name.png
  • Source of Enquiry - You can refine your search using the source chosen on the contact card
  • Attached To - You can search for contacts with a specific action list that is currently connected to the contact
    Source-of-enquiry.png
  • Unsubscribed from - Report on contacts who have unsubscribed from email, SMS, letters, eMarketing, or the Do Not Call Register. We also offer the option to search by a date range based on when the contact unsubscribed
    Unsubscribed-from.png
  • Archived - Search for a list of all contacts that have been archived or not
  • Email - Search for a list of all contacts that have an email address defined or do not have an email address
  • Phone - Search for a list of contacts that have a phone/mobile number defined or do not have a phone/mobile number
  • Invalid Email - Tick this box to search for a list of all contacts that have an invalid email address
  • Email Alert Exists - Tick this box to search for a list of all contacts with an email alert assigned
  • Note - Email alerts are assigned to a contact based on their buy or lease requirements
  • No Category - Tick this box to search for a list of all contacts that are currently not assigned to a contact category
  • No Action List - Tick this box to search for a list of all contacts without an action list assigned
  • No Requirements - Tick this box to search for a list of contacts that do not have any buy/lease requirements attached
  • Exclude - Tick this box to exclude contacts in your search that are attached to a property as an owner
    Archived.png

What's next?

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

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