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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 contact report you can follow these steps:

  1. Go to People & Organizations .
  2. From here you can click on Tag or Name to get filtering right away by the tags applied to your contacts or by their name. To add more filters, click the More filters option. You can add a filter for anything recorded against your contacts including email address, custom fields or when contacts were last updated.
  3. You can combine multiple filters as well if you keep using the option for More Filters. 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 Apply and you’ll see all the contacts matching you filter.

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.

To use these filters, click More Filters and then use the arrow next to the word More Options. Then check the box to Filter based on properties of the associated organization

As an example:

  1. Go to People & Organizations More filters.
  2. Expand the More Options menu and then check the box to Filter based on properties of the associated organization.
  3. Select the Tag filter and check the box next to a tag you’re using on your organizations.

This will return a list of any person who belongs to an organization that you in turn have tagged with that tag.

Filtering contacts using multiple values

Sometimes you need to find contacts based on a range of values - for example a range of different tags. You could be looking for contacts that are either tagged with Customer OR Member OR Supplier. To do that you would use the check boxes next to each tag in a single filter. Here’s how it would work:

  1. Go to People & Organizations .
  2. Click the Tag filter
  3. Now check the box next to each of the tags you want to use in the filter and click Apply

This will give you a list of all contacts that are tagged with either Customer, Member or Supplier or any combination of them.

You can use a similar approach for other fields. Depending on the type of field you would need to use the + button to add each condition like this:

Sorting Lists

When viewing a list of contacts you can change the order that they’re sorted in. To do that:

  1. Click the cog in the top right corner.
  2. Switch to the Sort by tab.
  3. Click the option you want to sort by and you’re all set.

Once the list is sorted you can click on the column that you’re using to sort the list to change the ‘direction of the sort’ e.g. if you’re sorting by ‘First Name’ then clicking the corresponding column header will change it from A-Z to Z-A.

Adding and Removing Columns

When viewing your contacts in the list you can choose what details to display or not. Here’s how:

  1. Click the cog in the top right corner.
  2. Select the Columns tab.
  3. Now check or un-check the boxes next to the columns you want to see or not see.

Re-ordering Columns

To re-order the columns, click and drag from the column header and move the column to where you want it.

Bulk Actions

In the contact list view you can check the box next to each contact in preparation for a bulk action. For example you can check a number of contacts and then tag or delete them in one go.

If you want to perform an action on the full list then just leave all the contacts deselected and any bulk action you perform will be for the full list.

Saving a list

If you’ve created a list that you’d like to come back to then you can easily save it.

  1. Click the Saved Lists drop down menu.
  2. From there use the option to Save list as…
  3. 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.

Note

When you save a list in Capsule you are saving the list filters. The saved list is dynamic - this means that new or updated contacts which match the filters in a saved list will be displayed when you next view it.

To view a saved list - go back to People & Organizations and from there use the Saved lists 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 Saved lists select your saved list
  2. When viewing the list, update the filters to what you need them to be.
  3. When you’re ready, click the Saved lists drop down again and this time, select the option to Save changes….

This will update the saved filters.

Undo updates to list filters

If you’ve made a mistake when updating the list then you can use the link to Undo changes to undo the edits you’ve made.

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 select your saved list from the drop dowm menu
  2. In that same drop down menu, use the option to Delete this 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
  2. Click More filters and click the option for Updated On.
  3. Change the operator to is older than and then type 30 in the ‘days’ field:

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
  2. Click More filters and click the option for Last Contacted On.
  3. Change the operator to is after and then type 02/18/2018:

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
  2. Click More filters and click the option for Added On.
  3. Change the operator to is within last and then type 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
  2. Click More filters and find the Lead Score custom field in the list of filters.
  3. Change the operator to is greater than and in this example we’ll use the score 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 greater than’ or ‘is less than’.

Search tips

While the list filters are a great way to create reports and find contacts based on specific filters, you can always use the normal search box in the top menu bar to find contacts, cases, sales opportunities and even notes & emails you have stored in your account. We sometimes refer to that search as the 'global search’. Just start typing the name of the record you’re after for example and see the results pop up.

You can choose to see results in all categories like in the screenshot above or you can use the tab to narrow it down just to the specific type (Contacts, Opportunities, Cases or Notes/Emails).

These are some of the things you can search for to find contacts:

  • Street Address
  • Town
  • City
  • Postal/ZIP code (you need to remove any spaces for this to work)
  • Phone number (after typing 5 digits or more)
  • Custom text fields (however you do need to enter the full value - Capsule can’t find results based on partial custom field values)
  • The ‘About’ section on all contacts, opportunities or cases
  • The names of files attached to contacts, opportunities or cases
  • When searching for names of people you can use “partials” so the following would match ‘John Smith’: smith j or j smi or john s

Currently if you use an ampersand (&) when searching it will be treated as a separator. Which means that if you search for M&S Supermarket then Capsule will show you results for anything with an M and an S and Supermarket in it as opposed to just the contact for ‘M&S Supermarket’.