Accessing Your Contacts Application
Access Applications Menu:
Hover over the navigation bar to the left of the dashboard and select ‘Contacts’.
Understanding Your Contacts Application
The Contacts application allows you to manage profiles for individual and business contacts, making it easier to integrate valuable information into your campaigns, templates, notifications, and more. This guide will help you navigate and utilize the application effectively.
1. People Tab
Upon selecting the Contacts application, you're directed to the 'People' tab. This tab enlists all individual persons you are working with, including current clients, new leads, and more. Along with the person's name, you can add multiple fields for additional information such as email addresses, phone numbers, websites, industry, and more. The details can be organized based on your preferences. You can navigate through multiple pages of contacts using the number or arrow icons at the bottom of the page.
2. Businesses Tab
The 'Businesses' tab is designed for creating contacts representing businesses. Similar to the 'People' tab, it allows you to input various information related to the company. Contacts from the 'People' tab can be linked with their respective businesses as an owner or employee and vice-versa.
3. Smart Lists
The 'Smart Lists' column, visible on the left side of the page when viewing 'People' or 'Businesses', allows you to quickly filter and locate the required contact.
4. Search Feature
The search feature enables you to locate 'People' or 'Businesses' using any specific detail on file. The contacts list updates automatically as you type.
5. Adding New Contact
To add a new contact, click the '+ New Person' button under the 'People' tab or the '+ New Business' button under the 'Businesses' tab located at the top right of your screen. This action prompts an easy-to-follow guide for setting up the contact profile.
6. Exporting Contacts
To export all contact information within this application, click the 'Export' button next to the 'Import' button. This action downloads all the information within the Contacts application into a CSV file.
7. Accessing Contact Preview
You can view a contact's information by hovering over the contact and clicking on the icon that appears. This preview includes several tabs providing detailed information beyond basic contact details. You can associate this contact with projects and files as you use other applications in the platform, providing a consolidated view of all associated information in one convenient place.
Personalizing Your Contact App Interface
1. Guide on Setting Up Filters
To set up new filters, click on the '+' symbol located at the top in the 'Smart Lists' area. This will simplify the process of accessing your contact cards as you import your existing contacts and incorporate new ones.
By default, the app will append a generic “New filter” at the end of your list. If you glance at the top of your contacts list, you'll notice a '+ Add filter' text. Click on it to establish your criteria.
You have the option to click on any of the provided qualifiers to personalize your filter. Keep in mind that an extra radio button will show up, prompting you to specify the value. For instance, after choosing Name followed by is, you'll need to input the exact name.
You can proceed to refine this filter by clicking on the '+' adjacent to your initial value. As you can see, we've added a filter for phone number to complement our name filter.
Take note that an additional option between each value enables you to select and/or. Selecting 'And' means that a contact must meet both conditions, while 'Or' implies it just needs to fulfill either one.
You can create a fresh set of values next to your first one by clicking on '+ Add Filter' once again.
Our filter will now present contacts that meet either the first set of parameters OR the second. You're free to add as many value sets as required until you're content.
Once you're done with your custom filter, remember to click 'Save'.
You have the freedom to label your filter using the field given. You can either make this filter a private list for your own use by clicking on the radio button or choose to share it with your entire team. Once this is done, click 'Save' to confirm.
Your new filter will be sorted alphabetically and displayed on the left along with the rest of the list. You can edit the filter anytime by hovering over it and clicking the pencil icon.
“All Contacts” and “My Contacts” will always show up as default filters. “All Contacts” contains all the contacts in the CRM, while “My Contacts” refers to contacts currently assigned to you.
2. Items per Page
An elementary yet efficient strategy to better manage your contacts is by modifying the number of items shown on the page at a time. Check the bottom right of the screen where it shows the default setting of displaying 25 items. You have the option to change this to show 50 or 100 items.
3. Column Customization
Next to the export button, there is a button called 'Manage Columns'. Once open, at the top is a search bar that lets you swiftly search for any properties related to your contacts.
Below this is a section titled Contact Information. Next to each property is a checkbox. Ticking or unticking this box will either conceal or reveal that property on the app home page. You can also deselect all columns by ticking the checkbox next to All Columns at the top. However, the Name and Email Address properties will always be visible.
Further below, you'll find text that reads 'Create a Property.' Clicking on this will navigate you to a new submenu enabling you to form your custom property.
Using the Same Contact Information for Business and People Contacts
The Contacts app has rules about repeating contact details.
You can't use the same phone number, email, or address for two different people or two businesses. Every person or business in your contact list must have unique details. For example, "John Doe" and "Jane Smith" can't share any contact information.
Yet, there is an exception. A person and a business can share contact details. For instance, if "John Doe" is also "John Doe's Personal Training", they can have the same phone number, email, and address.
Remember, this exception only works for a person and a business. You can't use it for two people or two businesses.
This article merely touches on the basics of maneuvering the Contacts application. However, this app has a lot more to offer to you and your team. Many of these features will become more apparent as you start exploring other applications.
Click the links below to discover more functionalities within the Contacts application: