Searching for a contact

In order to search for specific contacts, enter a search term in the search fields. You can enter multiple search terms into the search fields at once. This makes your search run quicker and more accurate.

Searching for a contact:

  1. Go to CRM » Contacts.

    • Option 1: Click on search (Search) to get a list of all contacts.

    • Option 2: Enter a value in the search field and select the appropriate filter from the suggestion list. Example: If you enter a number, the possible filters with this ID will be suggested such as for example the contact ID.

    • Option 3: Click on tune to narrow down the search results with filters.

  2. Note the explanations about the filters in Table 1.
    Tip: You can enter multiple search terms into the search fields at one time. This makes your search run quicker and be more accurate.

  3. Click on search Search.
    → The contacts that correspond to the search criteria entered are shown in the overview.

Table 1. Available filters for the contact search
Setting Explanation

ID

Enter an ID to search for the contact with this exact ID.

Country

Select a country to only display contacts from this country. The country is saved within the contact data.
Select the setting All except Germany to only display contacts from all countries except Germany.

Name

Enter a name to search for the contact with this exact name.

Tags

Select (check_box) one or multiple tags in order to display all contacts with this tag. The list shows all tags that you created in the Setup » Settings » Tags menu for the Contact section.
Tip: Enter a part of the tag name into the search field to find the desired tag even faster.
Click on check_box_outline_blank Select all to select all available tags. Click on check_box Deselect all to cancel the selection again.

Contact data

You can search for the following values in this field:

  • First name and last name of the contact

  • First name and last name saved in the address

  • Company name saved in the address

  • Additional address information

  • External number of the contact

  • Customer number

  • Company name

  • VAT number of the company

  • eBay name

Owner

Select the owner to only search for contacts that are linked to this owner. The owner has to be saved in the contact data in the contact details section.
Important: The drop-down list shows only users (owners) that have a role assigned in which the setting See or Edit is activated for the right CRM or CRM » Contacts.

Email

Enter the complete email address to search for the contact with this email address.

Type

Select a type to only search for contacts with this type.

Phone

Enter the telephone number to search for the contact with this number. You can also search for parts of the telephone number. Enter at least 3 numbers.

Rating

Select the rating to only search for contacts with this rating. 5 yellow stars are the best rating, 5 red stars are the worst rating.

Follow-up date from / Follow-up date to

In the Follow-up date from field, first select a date from the calendar on the left-hand side by clicking on date_range and then a time on the right-hand side. Then select the date and time in the Follow-up date to field to search only for contacts who have saved a follow-up date during this period in the contact options.

Address

Enter the name of the street and/or house number as saved in the contact data record. It is also possible to search only for parts of the street and parts of the house number.

Customer class

Select a class to only search for contacts with this class.

Postcode

Enter the postcode that is saved in the contact data record. The search is also carried out for postcodes that are saved in the address data records of the contact. It is also possible to search only for parts of the postcode.

Client

Select a client to only search for contacts with this client.

Town

Enter the town that is saved in the contact data record. The search is also carried out for towns that are saved in the address data records of the contact. It is also possible to search only for parts of the town.

replay

Resets the selected filter criteria.

search SEARCH

Starts the search. The contacts found are listed in the overview.
Tip: Don’t choose any filters if you want to see all of the contacts in the overview.
Table 2. Available operators for the contact search
Operator Explanation

Contains (≈)

Displays all search results that contain the specified character string.
Tip: Multiple strings can be separated with a comma.

Exists (∃)

Displays all search results for which the search criterion either exists or does not exist.

Is equal (=)

Displays all search results that exactly match the selected attributes.

Is not (!=)

Displays all search results that do not match the selected attributes.

Is less or equal (< =)

Displays all search results with a value less than or equal to the selected attribute.

Is greater or equal (> =)

Displays all search results with a value greater than or equal to the selected attribute.

Is in (IN)

Displays all search results where the attribute to be filtered is present.

Is not in (NIN)

Displays all search results where the attribute to be filtered is not present.

Is between ([ ])

Displays all search results that fall between the defined values.

Period

Displays all search results within the specified time period.

1. Saving the current filter

When you start a search, your selected filters are displayed up top as so-called “chips”. You can save these filters to apply them again more quickly and easily in the future.

Saving the current filter:

  1. Start a search.

  2. Click on Saved filters (bookmarks).

  3. Click on bookmark_border Save current filter.

  4. Enter a name for the filter.

  5. Decide whether

    • this filter should be set as default filter (toggle_on)

    • this filter should be created for all users (toggle_on).

  6. Click on SAVE.
    → The filter now appears under Saved filters (bookmarks).

Use drag-and-drop to arrange the filters in a specific order by clicking on Move (drag_indicator). Click on delete to delete a filter.

2. Applying saved filters

Proceed as follows to apply an already saved filter for the search.

Applying saved filters:

  1. Click on Saved filters (bookmarks).

  2. Click on a filter that you have already created.
    → The search is started and the filter settings are displayed up top as so-called “chips”.

3. Setting a default filter

To make sure that you don’t have to select a filter that you use quite often from the list of your saved filters every time when opening the CRM » Contacts menu, you can set a created filter as default filter. Every time when you open the contacts UI, this filter will be automatically applied.

You can set the filter as default filter directly when creating it as described in Saving the current filter or you can set the filter as default in the overview afterwards.

Click in the line of the saved filter on star_border Set as default. If you want to set another filter as default filter, deactivate the currently selected default filter by clicking on star Do not use as default.

4. Configuring columns in the overview

Click in the top right on Configure columns (settings) and activate (check_box) the columns that you want to see in the overview. You can also deactivate (check_box_outline_blank) activated columns again. Click on drag_indicator and hold down the symbol to move the order of the columns via drag-and-drop. Table 3 lists the available columns.

Table 3. Configuring columns in the contact overview
Setting Explanation

Selection

Shows the checkboxes for the group function.

ID

Right next to the title bar, click on arrow_upward or arrow_downward to sort the table in ascending or descending order by the ID.

Guest

Shows with the icon done whether this data record is a guest.

Company

Click on the company name to open the company data record in the CRM » Companies menu.

Company VAT number

Shows the VAT number of the company.

Rating

Save a rating for the contact. 5 yellow stars are the best rating, 5 red stars are the worst rating.
Right next to the title bar, click on arrow_upward or arrow_downward to sort the table in ascending or descending order by the rating stars.

First name

Shows the contact’s first name.
Right next to the title bar, click on arrow_upward or arrow_downward to sort the table in ascending or descending alphabetical order by the first name.

Last name

Shows the contact’s last name.
Right next to the title bar, click on arrow_upward or arrow_downward to sort the table in ascending or descending alphabetical order by the last name.

Job position

Shows the job positions saved for the contact.
Right next to the title bar, click on arrow_upward or arrow_downward to sort the table in ascending or descending alphabetical order by the job position.

Email

Shows the email address saved for the contact. Click on the email address (content_copy) to copy it to the clipboard. Click on Send email (mail) to open the default email programme on your computer and directly write an email to the contact.

Phone

Shows the phone number saved for the contact. Click on the phone number (content_copy) to copy it to the clipboard. Click on Call number (phone) to open the default phone app on your computer and directly call the contact.

Customer class

Shows the class saved for the contact.

External number

Shows the external number saved for the contact.

Orders

Shows the orders assigned to the contact. Right next to the title bar, click on arrow_upward or arrow_downward to sort the table in ascending or descending order by the number of orders.

Postcode

Shows the town and postcode of the contact Right next to the title bar, click on arrow_upward or arrow_downward to sort the table in ascending or descending order by the postcode.

Town

Shows the town of the contact.

Country

Shows the country of the contact.

Type

Shows the type saved for the contact.

Client

Shows the client saved for the contact.

Debtor account

Shows the debtor account of the contact. Right next to the title bar, click on arrow_upward or arrow_downward to sort the table in ascending or descending order by the number.

Language

Shows the contact’s language. Right next to the title bar, click on arrow_upward or arrow_downward to sort the table in ascending or descending alphabetical order by the language.

Fax

Shows the fax number of the contact.

Newsletter

Shows with the symbol done whether the contact has subscribed for the newsletter.

Follow-up date

Shows the follow-up date saved for the contact. Right next to the title bar, click on arrow_upward or arrow_downward to sort the table in ascending or descending order by the date.
Click on Add to calendar () next to the date to add a new appointment on this date to your Google calendar.

Tags

Shows the tags assigned to the contact.

Owner

Shows the owner assigned to the contact.

Actions

Refer to the chapter Context menu in the overview to learn more about the available functions in the context menu.

5. Context menu in the overview

Click on more_vert in the line of the contact in the overview to open the context menu. The context menu allows you to quickly access the menus and functions listed in Table 4:

Table 4. Context menu
Setting Explanation

shopping_cart Orders

Orders

Opens the Orders » Orders menu.
For further information, refer to the page Working with orders.

New order

Opens the user interface to create a new order in the Orders » Orders menu. The order type Order, the contact and the contact’s invoice and delivery address are already preselected.
For further information, refer to the Creating an order or an offer via contacts chapter on the Managing orders page.

New offer

Opens the user interface to create a new offer. The order type Offer, the contact and the contact’s invoice and delivery address are already preselected.
For further information, refer to the Creating an order or an offer via contacts chapter on the Managing orders page.

New advance order

Opens the user interface to create a new advance order. The order type Advance order, the contact and the contact’s invoice and delivery address are already preselected.
For further information, refer to the Order type: Advance order page.

New subscription

Opens a new subscription in the Orders » Subscription menu. The contact’s invoice and delivery address are already preselected.
For further information, refer to Creating subscriptions chapter on the Subscription page.

New multi-order

Opens a new multi-order in the Orders » Orders menu. Creating a multi-order is only possible for orders that have not been paid yet.
For further information, refer to the Creating a multi-order per contact chapter on the Order type: Multi-order page.

message Messenger

Conversations

Opens the Messenger overview.
For further information, refer to the Messenger page.

New conversation

Opens a new conversation in the CRM » Messenger menu. The contact ID is already prefilled in the Recipient field.
For further information refer to the Creating a new conversation chapter on the Messenger page.

delete Delete contact
Deletes the contact after confirming the security question.