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Mass Management of Contacts

 

CRM allows you manage and update common details for multiple contacts at the same time. You can edit, delete, add comments, send emails and transfer ownership. For example, contacts who belong to different organizations and have different activities can all be assigned to the same staff member.

The interface allows you to:

• Edit contact records

• Delete contact records

• Add comments

• Send Email

• Transfer Ownership

• Import / Export contact records

• Find Duplicate contacts

To edit common details of several contacts

• Click 'All' > 'Contacts' (under 'Marketing and Sales') to open the 'Contacts List' interface

• Select the contacts to be edited

• Click 'Actions' and choose 'Edit'

The 'Mass Editing Contacts' pop-up will appear:

It contains four tabs:

• Basic Information - The 'Basic Information' tab allows you to create or edit values which will be common to all selected contacts. For example, you may want to set the primary email address or fax number to the same value because all selected contacts belong to the same organization.

You can also assign the contacts to another staff member and specify common 'email opt-out' and 'do not call' settings. 

• Customer Portal Details - Set the dates that the contacts are allowed to login to the customer portal.

• Address Details - Specify common mailing and secondary addresses for all selected contacts.

• Description Details - Create a common description for all contacts. For example, 'Decision makers'.

Delete Contact Records

Contact records that are no longer required can be removed.

To remove contacts records:

• Click 'All' > 'Contacts' (under 'Marketing and Sales') to open the 'Contacts List' interface

• Select the Contact(s) to be deleted

• Click 'Actions' and choose 'Delete' button.

 

Add Comments to Contacts Records

You can enter a comment that needs to be updated for more than one contact record.

To do this:

• Click 'All' > 'Contacts' (under 'Marketing and Sales') to open the 'Contacts List' interface

• Select the Contact(s) to which you need to add comment

• Click 'Add Comment' and type your message
  

 

Send Email

You can send mails to multiple contacts at once. See Emails to know more.

Transferring Ownership

You can transfer ownership of multiple contact records to another staff member at once.

To do this:

• Click 'All' > 'Contacts' (under 'Marketing and Sales') to open the 'Contacts List' interface

• Select the Contact(s) for which you need to transfer the owner

• Click 'Actions' > 'Transfer Ownership'

The 'Transfer Ownership' dialog will be displayed. You can transfer all information to the new assignee, or only selected modules that are associated to the contact.

• Choose the modules from 'Select Related Modules drop down and then the staff members from the 'Assigned To' drop down menu.

• Click 'Save'
  

Import / Export Contact Records

You can import saved records and export opportunities records from this interface. See 'Import and Export Records' for more information.

Find Duplicates

Allows you to locate and analyze duplicate records.

Find duplicate contact records:

• Click 'All' > 'Contacts' (under 'Marketing and Sales') to open the 'Contact List' interface

• Click 'Actions' and choose 'Find Duplicates'

• Place your mouse cursor in the 'Available Fields' box to select the fields that will be compared. Contacts which have identical values in these fields will be classed as duplicates.

• If you add multiple criteria then a record must match all criteria before it will be classed as a duplicate.

• Ignore empty values means the CRM will not use matching blank cells as an indicator of a duplicate.

• Click 'Find Duplicates'. Duplicates will be shown as follows:

• You can delete, merge or take no action on the duplicates:

OR

• Select required the records and click 'Merge'

The 'Merge Records > Contacts' screen will be displayed.

• Choose the field of record no.1 or 2 that you want to merge

• Click 'Merge'.