- What can I do on the Contacts page?
- How to search for contacts
- What criteria can be searched using the search box?
- Filtering a list of contacts
- Saving your search
What can I do on the Contacts tab?
Use filters along the left side, or the search box at the top of the page, to find specific contacts or lists of contacts.
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 or Deal with a Follow-Up Reminder. For more details on relationship statuses and how they're determined, see here.
Use checkboxes to complete actions in bulk. The checkboxes to the left of each contact allow you to edit or add Buckets, Tags, Locations, Deals, Programs, Assignments, Companies and Interactions in bulk. They also allow you to select multiple contacts to archive, merge, export or send ScaleMail. The action bar will appear at the bottom of the screen when you select one or more contacts via the checkboxes.
Clicking a contact's name opens the contact sidebar. To open the full contact profile, click the contact's name at the top of the sidebar, or skip directly to the profile by clicking the grey arrow that appears when you hover over a contact's name.
Clicking a contact's email icon on the right allows you to send the contact an email.
If the Bucket or Tag field is configured to show in your contact table, clicking the contact's Bucket or Tag field allows you to edit those assignments.
Use "Sort by" near the top right of the Contacts page to sort contacts alphabetically or by contact frequency. Note that sorting by "Most Recent" sorts based on most recent 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. Sorting by "Recommended" shows contacts you haven't spoken to in at least a month, ordered by most frequent communication.
Use the column selector near the top right of the Contacts page to customize your view. You can select up to four columns to make available in your contacts table.
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 page and click Archived Contacts at the top left. Then use the search box above the list of contacts (not the search box at the top left of your account, but the search box 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. Type in your search criteria where it says "Search contacts ..."
2. Use the search box on the Contacts page. This options allows for more thorough searching.
What criteria can be searched using the search box on the Contacts page?
- First name
- Last name
- Email addresses
- Phone numbers (the entire phone number or just the area code)
- Street addresses
- Zip codes
The search will return results based on the keyword you've typed and will cross reference the criteria above. For example, if you search "Jon," the search results will include not only contacts with the name "Jon," but also contacts with longer versions of that name, such as "Jonathan," as well as Tags, addresses, Buckets, etc. that include the word "Jon."
Filtering a list of contacts
To narrow down a list of contacts, use the filters on the left hand side.
All filters remain in place on the Contacts page from session to session, until you remove the filter (by clicking the X for the filter at the top of the table or unselecting it along the left hand side). You can see the filters that are active along the top of the contact table.
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 select several items within a filter, they operate with "or" logic, so return results where only one or more items apply (for example, you can select the boxes for "Dog" and "Cat" under "Pets" and the search will return contacts with a dog or a cat (or both) but not just contacts that have both dogs and cats).
The Bucket filter finds contacts in a specific Bucket or within a set of Buckets. To find unbucketed contacts, select the box labeled "None."
The Status filter finds 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 finds 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, select the checkboxes of the Tags you want to use in the filter. Then click Apply at the bottom right of the pop-up window.
The Notes filter allows you to find contacts with Notes that contain specific text.
The Company filter finds contacts based on company. Clicking "View All" under Company will show you the full list, or use the search box to find a specific company of interest to include.
The Location filter finds contacts in a specific or multiple locations. Clicking "View All" under Location will show you the full list, or use the search box to find a specific location of interest to include.
The Assigned to filter finds contacts assigned to a specific team member or members.
The Connected to filter finds contacts with relationships to a specific team member or members. To exclude contacts connected to team members but not to you, 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 Archived At filter is only available when the Archived view is selected. It filters contacts based on the date when they were archived, which may be helpful in locating accidental bulk archived contacts.
The Accounts filter searches for contacts based on the import source (a specific email account, Twitter, BombBomb, MailChimp, etc.).
Custom fields are filterable through the "+ Add Custom Filter" feature at the bottom of the filter list. Once you select one or more Custom Fields, they will remain on your filter list unless you remove them. Filtering options for Custom Fields are specific to the type of field.
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.
I know I have contacts in my database that aren't showing up in my search. Where are they?
You likely archived those 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 page and click the Archived view at the top left. Then use the search box above the list of contacts (not the search box at the top left of your account, but the search box within the page). There is no way to search both active and archived contacts at the same time.