What to do with search results

 
Prerequisite You must first perform a search. See Creating a Group of Contacts.
Access Path > Contacts > Search

Once you have performed a contact search, you will get a list of all the contacts who meet the specified criterai. From this result list, you can perform various tasks. Here are some of the most common ones:

Sort data

All the columns on the result page can be sorted so that the information is presented in an ascending or descending order.

  1. To sort contacts based on a specific column, just click on the sort icon for that column.
  2. To sort the column information by ascending order, click on the sort icon until it is ascending, that is .
  3. To sort the column information by descending order, click on the sort icon until it is descending, that is .

Select the columns to display

  1. From the result window, it is possible to choose to display less or more columns by clicking on the Display columns link. This option opens the Select fields window to let you choose which field to display by checking or unchecking the desired columns.
  2. Click on Apply to save your changes.

Edit the number of displayed results

You can choose the number of results to display in lists. To do so, just click on the configuration icon  (shown next to the number of results) and enter the number of items you wish to see per page.

View a contact's profile

  1. From the result window, select the contact you wish to view and click on Details, or just double-click on the line of the desired contact.
  2. The contact's information card opens on the Profile section.
  3. To go back to the result window, just click on the Results tab.

View the message history of a contact

  1. From the result window, select the contact for which you want to view the message history and click on History.
  2. The contact's information card opens on the Messages section.
  3. To go back to the result window, just click on the Results tab.

Update a value for multiple contacts at once

This function lets you add or update a value in a field for all the contacts displayed in the list of results or for just a few of them.

  1. From the result window, click on Multiple updates.
    If you want the update to only apply to a few contacts in the list, you need to preselect them by clicking on each desired contact.
  2. Then, select the field to update as well as the new value to apply to that field, for all or selected contacts, depending on the choice you made. Note that the new value will automatically replace any existing value in that field.
    If you want to use a new field, that does not already exist in the project, you can add it on the fly by clicking on New field. For more info...Adding a Field to a Project
  3. Depending on who you want to apply the new value to, select either Apply to all searched contacts to apply the change to all the contacts listed in the result window, or on Apply to only selected contacts to update the field only for the specific contacts that were selected from the list.
  4. Click on Apply for the changes to be applied and saved.

Update a value in multiple records of the same relational table

This function can only be used when relational tables exist in the project. It is used to add or update a value in any field of the table, for multiple records at once.

  1. From the result window, click on Multiple updates.
    If you want the update to only apply to a few records in the list, you need to preselect them by clicking on each desired record while holding down the CTRL key.
  2. Then, select the field to update as well as the new value to apply to that field, for all or selected records, depending on the choice you made. Note that the new value will automatically replace any existing value in that field.
  3. Depending on who you want to apply the new value to, select either Apply to all records to apply the change to all the records listed in the result window, or on Apply to only selected records to update the field only for the specific records that were selected from the list.
  4. Click on Apply for the changes to be applied and saved.

Export contacts

It is possible to export the list of contacts resulting from a search in order to keep a copy on your computer, to be used as an archive or to edit the content outside of the application and import it again, if so needed.

  1. In the result window, click on Export.
  2. In the next window that opens, specify the export options and format.
 
Option Description
Export all data Option used to indicate whether you want to export all the information contained in the project, which correspond toall the fields in the project. When this option is selected, you can also choose to include or not administrative fields such as the contact creation, activation or deactivation dates and other system information.
Use the following format Option used to export only specific information, which correspond to the information provided for the fields included in the predefined file format.
To see what a file format includes, you need to go to > Configuration > File formats
Format Option used to specify the format of the data when exported:
  • Excel 2007 (.xlsx) - (Excel 2007 and later)
  • Excel 2003 (.xls) - (Excel 2003 and later but before Excel 2007)
  • CSV - where data in the exported file are separated by commas
  • CSV (fr-CA) - where data in the exported file are separated by semi-colons
 Encoding Option used to specify the encoding used for the exported file. It is strongly recommended to always use the universal UTF-8 standard, which accepts special characters, unless you data is using the ISO-8859-1 format.
  1. Click on Continue to launch the export.
  2. You will then have the option to open the file, in the application of your choice, or to save it for future use. The exported file will be named Export-, followed by the export date, time and format extension (.csv, .xls ou .xlsx), such as Export-2013-03-21-16.19.20.csv. The saved file will be placed in the directory configured to store downloaded files.