Searching for and filtering contacts

Last Updated: Sep 11, 2017 03:52PM EDT

How to search for contacts

By default, only active contacts will show up in the search results. To search within the list of archived contacts, go to the Contacts tab and click Archived Contacts at the top left. Then use the search bar above the list of contacts (not the search bar at the top left of your account, but the search bar within the page). There is no way to search both active and archived contacts at the same time.

There are two ways to search for active contacts.

1. Use the search field at the top left of your Contactually account.

2. Use the search bar on the Contacts tab.

What criteria can be searched using the search bar?
  • First name
  • Last name
  • Title
  • Company
  • Email addresses (full email address only, not just part of it)
  • Phone numbers (the entire phone number or just the area code)
  • Street addresses
  • Zip codes
  • Tags
  • Buckets
  • Deals
  • Locations

Custom fields are searchable only through the "+ Add Custom Filter" feature on the left hand side of the Contacts tab. To learn how to search custom fields, see here.

Notes are not searchable.

The search will return results based on the keyword you've typed and will cross reference the criteria above. For example, if you search "John," the search results will include not only contacts with the name "John," but also contacts with longer versions of that name, such as "Jonathan," as well as Tags, addresses, Buckets, etc. that include the word "John."

How do I narrow my search?

To narrow your search, use the filters on the left hand side.

When you use several search filters, they operate with "and" logic so return results where both filters apply (For example, you can search on a bucket and a tag and the search will return contacts with both that bucket and tag). When you tick the boxes of several items within a filter, they operate with "or" logic so return results where only one item applies (For example, you can tick the boxes for "Dog" and "Cat" under "Pets" and the search will return contacts with a dog or a cat but not contacts with both dogs and cats).

The Bucket filter searches for contacts in a specific Bucket or multiple Buckets. To search for unbucketed contacts, tick the box labeled "None."

The Status filter searches for contacts based on your relationship strength (weak/red, fading/yellow, strong/green), which is determined by how often you follow up. This is useful if you want to quickly see which relationships are in greatest need of attention.

The Tag filter searches for contacts with a specific Tag or multiple Tags. Click "View all" below the list of Tags to filter for many Tags at once. In the pop-up window, tick the checkboxes of the Tags you want to filter down toThen click Apply at the bottom right of the pop-up window.

The Company filter searches for contacts based on company. Clicking "See All" under Company allows you to edit or delete existing companies.

The Deals filter searches for contacts assigned to one or more deals. Clicking "See All" under Deals allows you to edit or delete existing deals.

The Location filter searches for contacts in a specific or multiple locations. 
Clicking "See All" under Location allows you to edit or delete existing locations.

The Assigned to filter searches for contacts assigned to a specific team member or members.

The Connected to filter searches for contacts with relationships to a specific team member or members. To exclude contacts connected to team members, don't tick the box to "Include team's contacts."

The Frequency filter searches for contacts based on communication dates. You can search based on when a contact was added to Contactually or
last contacted as well as based on how often a contact has been contacted. To search for contacts based on an import date, use the "Added" section and click the "After" field to input the import date. Note that "After" indicates "at or after." For instance, inputting "May 25" in the "After" field will run a search for both May 25 and days following May 25.

The Accounts filter searches for contacts based on the import source (a specific email account, Twitter, BombBomb, MailChimp, etc.).


What can I do on the Contacts tab?

The color on the side of each contact indicates the status of your communication with your contact. A color only appears if the contact is in a Bucket with a Follow-Up Reminder. For more details on relationship statuses and how they're determined, see here.

The checkboxes to the left of each contact allow you to edit or add Buckets, Tags, locations, Deals, Programs, and Interactions in bulk. They also allow you to select multiple contacts to export or send a ScaleMail to.

Clicking a contact's name opens a preview of that contact's profile. To open the full contact profile, click the contact's name at the top of the preview sidebar.

Clicking a contact's email allows you to send the contact an email.

Clicking the contact's Bucket (or "None" in the case of an unbucketed contact) allows you to edit the contact's Bucket(s).

Use "Sort by" near the top right of the Contacts tab to sort contacts alphabetically or by contact frequency. Note that sorting by "Most Recent" sorts based on most recent email, call, or interaction sent or made by you (or in the case of a shared contact, by a teammate). It does not sort based on most recent email or call received. For example, if I send an email to Mary today and Sandra replies to an email today that I sent her yesterday, Mary will show as more recently contacted than Sandra.


Saving your search

If you often find yourself pulling up a specific list of contacts using a combination of different filters (Tag, company, location, etc.), saving your search will save you time when pulling up that list of contacts in the future. To save a search, click Searches near the top right of the Contacts tab and then "Save current search." Name the search and click Save.

To access your saved search, click Searches and select your saved search from the list.

Related articles

Searching custom fields
How to export contacts
How to log bulk Interactions

Assigning and editing Buckets, Tags, and Programs in bulk
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