The Contacts app is one of the most essential tools you will utilize within the platform.
Filling out profiles for individual contacts and business contacts makes it easier to automatically integrate valuable information into your campaigns, templates, notifications, and much more.
This document will walk you through the basics of navigating and understanding the application as it will be essential throughout your experience with our platform.
Accessing the Contacts App
You can access the Contacts app, or any other platform application, by simply clicking on the app drawer icon in the top right corner of the screen. Click on the button and you will automatically head to the main page.
Navigating the Contacts App
The People tab is where you will automatically go after clicking on the Contacts application icon. This features a list of all the individual persons you are working with including current clients, new leads, and more.
Along with the person’s name, the application includes a variety of additional fields for information including email addresses, phone numbers, websites, industry, and much more. You can learn how to organize these details to your liking in the section on customization below.
You can also scan through multiple pages of contacts by clicking on the number or arrow icons at the bottom of the page.
Similar to the People tab, the Businesses tab allows you to create contacts that represent actual businesses. A business features similar identifying information associated directly with the company.
You also can associate contacts from the People tab with their business as an owner or employee and vice-versa. You can learn more about how to do this by reading our help article here.
Whether you are currently viewing People or Businesses, you will notice a column that says Smart Lists on the left side of the page. You can utilize this to quickly narrow down the list of contacts on-screen to quickly locate the correct one.
You can learn more about how to add your filters by scrolling down to the section below on customization.
You can quickly search People or Businesses by entering any specific parameter. You may utilize any details you have on file, and your contacts list will automatically update with any entries that contain any characters you type.
Create New Contact
The text describing this button changes depending on which tab is currently open. Under People, you can find a button at the top right of your screen that says “+ New Person.” Under Businesses, it will say “+ New Business.” Clicking this button will take you to an easy-to-follow prompt for the basics of contact setup.
To learn more about how to add a contact profile, click here.
You can also download all of your contact information within this application by clicking the Export button next to the Import button. This will automatically download all of the information within the Contacts application into a CSV file.
If you need step-by-step instructions for this, click here.
Accessing a Contact Preview
You can preview all of your contact information by hovering over the contact and clicking on the blue icon that appears.
You will notice that this contact preview includes several tabs that can detail information beyond the basic contact details. This includes file deals, file attachments, and more.
As you begin utilizing other applications in the platform, you can associate projects and files with this contact. Then, you’ll be able to review all of the attached information quickly in one convenient place.
Note that this serves as a preview only. You cannot manually add new information from here directly. We cover how to expand the information available in a contact card in this help article.
Customizing Your Contact App View
How to Create Filters
You can create new filters by clicking on the blue + icon at the top (shown in the picture below). This will make accessing your contact cards significantly easier as you import your current contacts and add new ones.
By default, it will add a generic “New filter” at the bottom of your list. If you look to the top of your contacts list, you will see the text that says + Add filter. Click on this to set your parameters.
You can click on any of the qualifiers listed to customize your filter. Note that an additional radio button selection appears asking you to further qualify the value. For example, if you select Name followed by is, you need to enter the name exactly.
You can continue customizing this filter by clicking the + next to your first value. You can see that we added a phone number filter to go along with our name filter.
Note that there is an additional selection in between each value that allows you to choose and/or. Choosing And means that the contact must satisfy both values whereas or means it only needs to satisfy one or the other.
You can create another set of values adjacent to your first set by clicking on + Add Filter again.
Our filter will now display contacts that satisfy the first set of parameters OR the second in the example above. You can continue adding as many values and values set as necessary until you are satisfied.
When you are finished making your custom filter, be sure to click on Save.
You can name your filter whatever you would like using the field provided. Then, notice the option below. You can click the radio button to make this filter a private list for yourself or you can select to share it with your entire team. After this, click Save to finalize.
Your new filter will now appear on the left in alphabetical order with the rest of the list. You can edit the filter at any time by hovering over the filter and clicking on the blue pencil icon.
Final Note - “All Contacts” and “My Contacts” will always appear as filters by default. “All Contacts” are all of the contacts in the CRM whereas “My Contacts” are the contacts currently assigned to you.
Items per Page
A basic, yet effective way to better organize your contacts is to adjust the number of items displayed on the page at a given time. Check the bottom right of the screen where you will see that the app is set to show 25 items as a default. You can click on this to increase the limit to 50 or 100 items.
There is one more button to discuss. Look just to the right of the Import button as shown in the picture below.
A menu titled Manage Columns will now appear. At the top is a search bar that will allow you quickly search for any properties associated with your contacts.
Below is a section titled Contact Information. Alongside each property is a blue checkbox. Checking or unchecking this box will either hide or display that property on the app home page. You can also uncheck all columns by clicking the checkbox next to All Columns at the top. However, the Name and Email Address properties will always remain.
Further down, you can find blue text that says “Create a Property.” Clicking on this will take you to a new submenu that allows you to create your custom property.
Note - Any changes to the table or added properties will only be reflected in your account view. The table will remain as it was for the rest of your team.
This article covers the basics of navigating the Contacts application. However, this is far from everything it can offer to you and your team. Many of these features may become self-evident as you begin taking advantage of other applications.
Take advantage of the links below to begin exploring additional features within the application: