This function can be utilised to assist with your prospecting, contact reporting or managing your contact data in bulk.
Contents:
- Step by step
- Filter Contacts criteria options
- Bulk actions and reporting options
- How to bulk Assign/Remove from Category
Step by step
1. Go into Contacts > Search > Filter Contacts tab
2. Select the contact criteria, based on the desired output
3. Once completed, click on Search to display a contact list based on the criteria selected
4. You then have the option to perform bulk actions or report against these contacts from the actions above
5. Otherwise, we also provide the option to click into the record (Open the contact card), View Notes, or Add Note against an individual contact
We provide the option to save the selected criteria as a filter to be used in the future. This can be done by clicking on Save Filter > Add the name of the filter and click Save
You then have the option to select the filter from the dropdown below or delete an existing filter using the spanner symbol
Additional information
Criteria options
Contact Type - Search for a contact entered as a Person, Company, or Creditor/Supplier.
Date Range - Filter via the date range of when the contact has been inserted, modified, or touched date.
Access By - Filter via the selected staff member or team that has access to the contacts.
Marketing Contact - This is to filter via the staff member that is assigned as Marketing Contact #1 or Marketing Contact #2 against the contact. We also provide the option to search for a contact that has an Undefined marketing staff member assigned.
Property Relationship - Here you can search via specific relationships between a contact and a property in your database. If any of these options are selected, we provide the additional criteria fields to search via the Building Name, Property Address, or Tags.
Dates/Anniversaries - Refine your search via contact anniversary dates added on the contact card. This includes the generic dates provided (Birthday and Pipeline), or custom-created Date Fields.
More information on how to set up custom Date Fields can be found in the Setup Date Fields knowledge article.
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.
If searching via Property Tag(s) in the Buy/Lease requirements, you must have these tags added against the property card and within the contact buy/lease requirements in the first instance. More information can be found in the Contact Record: Requirements & Email Alerts knowledge article.
Category(s) - Search via a list of contacts that are within a certain category(s).
More information on how to set up custom contact categories can be found in the Set up Categories knowledge article.
Company Name, Position, Residency, Postal address - This will allow you to search via the address fields added to the contact card.
Source of Enquiry - Here you can refine your search via the source selected on the contact card.
More information on how to set up custom contact categories can be found in the Source of Enquiry knowledge article.
Attached To - Here you can search for contacts with a specific action list that is currently attached to the contact.
Unsubscribed from - Report on contacts that have unsubscribed from either email, SMS, letters, eMarketing, or contacts on the Do Not Call Register. We also provide the option to search via a date range based on when the contact had unsubscribed.
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 number defined or do not have a phone 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 that have an email alert assigned to them.
Note: Email alerts are added against a contact, based on their buy/lease requirements. These can be set up by going into the contact card > Requirements > Configure Email Alerts.
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 that currently do not have 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.
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 - Tick/untick the contacts you wish to export to an Excel spreadsheet, you then click on the Export CSV tab.
Notes CSV - Tick/untick the contacts you wish to export their notes, you can then click on the Notes CSV tab. A new window will pop up, where you can select a certain date range or note type to export all contact notes based on the contacts selected.
Printable Contact List - This tab allows you to download a printable report based on the contacts you have selected. This will include the contact name, insert/touch/modified date, address, phone, email, and marketing contact.
Contact Distribution List - Here you can group all contacts selected for marketing or reporting purposes. We provide the option to create a new distribution list or append an existing one.
Source of Enquiry - This tab allows you to produce a report on the source of enquiries added against the contacts you have selected. This report can be done on the contact only or contact (And associated properties).
Buy/Lease Requirements - This tab allows you to produce a report on the sale or lease requirements that have been added against the contacts selected. Here you can select to produce the report on sale requirements or lease requirements from the Report Type dropdown.
Assign To Category - This tab allows you to bulk reassign the contacts you have selected into a specific contact category.
Remove From Category - This tab allows you to bulk remove the contacts you have selected from a certain contact category.
Assign Marketing Contact - This tab allows you to bulk assign Marketing Contact #1 or Marketing Contact #2 to a staff member within your office.
Archive Contacts - This tab allows you to bulk archive or unarchive the contacts you have selected. Note: Archived contacts will remain hidden from searches unless specified to populate.
Delete Contacts - This tab allows you to bulk delete the contacts you have selected.
Note: Once these contacts have been deleted, this action can't be undone.
Update Access - This tab allows you to choose a staff member to bulk assign access to the contacts selected. Here you can select the staff member and perform bulk actions to Add To View/Read Access, Add To Edit Access, Remove From View/Read Access, or Remove From Edit Access.
Note: This is where you can reassign contacts if a staff member were to leave the company and you need to reassign these contacts to another staff member - More information on this process can be found via the below knowledge article:
Staff Off-boarding Best Practice
Send to MailChimp - If you are an office that uses MailChimp, we provide the option to send the selected contacts to your MailChimp account. Here you can add the List name and click on Next to send to MailChimp.
ou will need to have the MailChimp integration set up before using this function. This can be found by going to My Integrations > MailChimp.
Add Bulk Note - This tab allows you to bulk assign a note against the selected contacts. Here you can add the note details, select the note type, or set a reminder.
Mail Merge Letter - This tab allows you to bulk mail merge a cloud letter against the contacts you have selected. Once merged, all contact details will populate based on the merge fields provided in the cloud letter template. Once produced, you can click on File > Print to print or save the documents as a PDF.