The contact list helps you quickly view and organize your contacts' information. Simply select the contact attributes (phone number, SSN, spouse name, etc.) you want displayed, and arrange them in any order you please. The order and visibility of the contact attributes you select are specific to your profile. Your team members will have their own profile-specific view of their contacts.
You can filter your list by contact type (Client, Prospect, Other), businesses or individuals, tags and birthdays, or by any of the other contact attributes. Once you've filtered your contacts, you can save it as a custom contact group for future reference. Simply create the filter once, save it, and use it over and over without having to create it every time you log in.
Selecting which contact attributes are visible
Contact attributes are made visible or hidden by clicking on the 'Contact List Settings' icon, and select Contact Attributes.
Attributes are listed in alphabetical order. Most attributes apply to both businesses and individuals, but some do not. The following attributes are business/individual specific:
- Date Est./Inc.
- Contact person
- Business type
- Spouse name
Business and individual specific attributes are visible together when you are viewing "All Entities." Otherwise, they will only appear if your list is specifically filtered to display Individuals or Businesses.
Remember, the attributes you choose to be hidden or visible are specific to your profile. Your team member's view of the contact list might be completely different than yours.
Ordering your contact attributes
Simply drag and drop the contact attribute columns into the order you want. All drag and drop changes are automatically saved.
Filtering your contacts
You can filter your contacts by the following contact attributes:
- Entity Type (Business or Individual or Both)
- Business Type (S-Corp, LLC, etc.)
- Contact Type
- Created on
Each filter has a number of options to select from to pinpoint exactly what you're looking for. Date specific filters have a number of helpful pre-defined filters in the 'is' option.
When filtering by attributes that can have multiple options, use the "is any of" option to select any and all of the values you need to filter. The "is any of" is an 'or' function, which means the filter will display any contact that has any of the selected values. For example, if you select Tags 'is any of' Bookkeeping and Payroll, all contacts with Bookkeeping OR Payroll as a tag will appear. The same is true if you select 'is not any of.'
Saving and editing contact groups
Once you've found the perfect filtered view of your contacts, you can save that view as a group. Any future contacts that match that group's filters will automatically appear in the group when you view it.
Click save to give your new group a name.
You can access that group again from the My Groups dropdown menu.
To set a group as the default view of your contacts, click the star icon next to the group name so it turns yellow. It's now your default view! You can change that as often as you'd like.
Click the pencil icon to rename or delete the group.
If you need to edit the filters within a certain group, click on the group name, update the filters, and save. This time, when you click on save you'll be asked if you want to update the existing group or create a new group. Choose to update the existing group, and the updated filter will be applied to the existing group.