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Contact reporting

Creating meaningful reports is an important part of any CRM system - here are some suggested reports you might want to use for your Capsule contacts.

How to create a contact report

To create a report of contacts based on their details your best bet is to use a list filter. Here’s how it works:

  1. Go to People & Organizations List create a new list
  2. From here you can use the drop down menu to filter for a range of fields. Anything from the contact name, its tags or when it was last updated.
  3. You can combine multiple filters as well using the link to add another condition. Each added filter has an implicit AND between itself and any other filter used.
  4. Each filter condition has its own set of “operators”.
  5. For example - when filtering for a text field you can use [is] or [contains] while if you’re filtering for a date field you can use [is older than] or [is after].
  6. When you’re done with your filters, use the button to Show Results and you’ll see all the contacts matching you filter conditions.

Finding people based on their linked organizations

For certain fields like name and tags as well as custom fields, you can filter for a list of people based on the details you’ve got recorded on their linked organizations. This is quite handy when you’re working with companies that you have categorized by industry for example but you’d like to email or export a list of all people who work for those companies. These filters are always prepended with Organization.

As an example:

  1. Go to People & Organizations List create a new list
  2. Filter for [Organization.Tagged With] [is] [Software]

That will get you a list of any person who belongs to an organization that you in turn have tagged with ‘Software’.

Saving a list

If you’ve created a list that you’d like to come back to then just hit the Save List button. Give the list and name and choose if you’d like to share the list with the other Capsule users or keep it just for yourself.

It’s important to know that what you’re saving is the filters. So if you add or update any contacts which results in them being picked up by the filters you just saved, the next time you view the list, they will appear in it.

To view a saved list - go back to People & Organizations List and from there use the drop down menu to find it.

Modifying a list

If you already have a saved list that you’d like to modify then you can do that like this:

  1. Go to People & Organizations List select your saved list
  2. When viewing the list, use the button to Modify List. This will bring up the list filters used for that saved list.
  3. Now change the filters as you need to and re-save the list.

Saving the changes will create a brand new saved list. If you don’t want to keep the previous list then you can go back to it and delete it. More on that below.

Deleting a list

If you’ve got a saved list that you don’t need anymore then it’s simple enough to just delete it. Here’s how to do that:

  1. Go to People & Organizations List select your saved list
  2. When viewing the list, use the button to Delete List.
  3. Confirm the deletion and then you’re all set.

Alert

In order to delete a list you need to be a Capsule admin.

Renaming a list

At the moment there’s not a direct way to rename a list. Instead you need to use the option to modify the list, re-save it using the brand new name and then delete the old list.

Contacts that haven’t been updated

If you’d like to find all contacts that haven’t been updated in a while this is a very useful filter. In this example we’ll filter for contacts that haven’t been updated in the last 30 days.

  1. Go to People & Organizations List create a new list
  2. Use the drop down menu to filter for [Updated On] [is older than] [30] days:

Contacts you haven’t talked to in a while

Sometimes it might be good to find contacts that you haven’t been in touch with for a while. In this example we’ll look for contacts you haven’t had any communication since a specific date.

  1. Go to People & Organizations List create a new list
  2. Use the drop down menu to filter for [Last Contacted On] [is after] [1210/14] days:

The [Last Contacted On] filter will use any updates to the history on the contact. That includes notes added, emails stored or tasks completed for it.

Tip

If you want to find contacts that you’ve never talked to you can use [Last Contacted On] [is] [blank]

Recently added contacts

If you’d like to find recently added contacts then this is the filter for you. In this example we’ll find all contacts that have been added in the last week.

  1. Go to People & Organizations List create a new list
  2. Use the drop down menu to filter for [Added On] [is within last] [7] days:

Finding contacts based on custom number fields

If you’re using a custom number field to manually score your contacts or record other numerical values in then it might be handy to filter for a list of contacts that for exmaple are all over or under a certain value. Here’s an example of how you can do that:

In our example - let’s call the custom number field 'Lead Score’.

  1. Go to People & Organizations List create a new list
  2. Use the drop down menu to filter for the custom field [Lead score] [is more than] [5]:

This will find all contacts with a lead score of over 5.

Tip

You can use the same process for any custom number field you have setup. Just find the field in the drop dowm menu and use either ‘is’, 'isn’t, 'is more than’ or 'is less than’.

Finding people based on their linked organizations

Sometimes you might want to email a list of people that all work for specific organizations. Maybe you know the name of the organization or you have a bunch of organizations tagged with a specific tag or with a specific custom field value. Here’s what you can do:

  1. Go to People & Organizations List create a new list
  2. Use the filter [Organization.Tagged With] [is] [Customer]

This will find all people who are linked to any organization that has been tagged with Customer for example. You’ll find that there are similar filters for [Organization.Name] or any custom fields you might have e.g. [Organization.CustomFieldName].