Searching for contacts; how to generate and print call lists or contact reports
The contacts tab allows you to add, edit and search for contacts.
However, it allows you to do so much more, such as generating call lists or generating reports. You can use the contacts tab to find out key information about your contacts
Advanced Searching
By clicking the Advanced button, you can search for contacts according to:
The Office they have been allocated to
The Owner (staff member) they have been allocated to
Set to - generate a list of the different types of contacts, for example, all vendors, all landlords, or all developers
Their Status (active or inactive)
How they were originally added to VIA (Enquiry From), for example, if you wanted to see all applicants that came through Rightmove or all vendors that came through the website)
Key Events and their Date ranges. For example, every contact who was registered in the last 7 days. Or everyone who was contacted between a specific date range
Email Enabled - All contacts who are happy to receive email communication
Contact Previews
Once you have searched for a list of contacts, click any contact to view a preview of that contact showing all the key information
Saving your favourite searches
Once you have searched for a list of contacts, you can save this search to quickly access it at a later date.
Simply Click the Save button which appears in the blue banner at the top of the search results. A pop up will the appear, and you can give your search a name. This will then be available when you click the heart icon in the top right hand corner of the contacts tab. Clicking this icon will reveal your saved contact lists and allow you to generate them at a click without re-entering all the criteria.
For example, you might want to generate a list of all your applicants. So you would use the advanced filter, set the Owner field to you, then click Search. You would then Click Save, give your list a name such as “My Applicants.” You could then access this list at a later date by simply clicking the heart icon and selecting this search from the drop down list. This search would be dynamic, so any updated contacts would automatically be included.
Downloading your favourite searches
Once you have searched for a list of contacts, simply click the download button which appears in the blue banner above your search results to download a CSV file of the information.
Changing the information which appears in the search lists of your contacts
Once you have searched for a list of contacts, you can change the information which is displayed in the list of results. Simply click the bullet point button in the top right corner of the tab to switch between different views which will show different information about your contacts
Call view - shows the telephone number and when they were last called
Email view - shows the email address and when they were last emailed
History view - shows when the contact was registered, when they were last contacted, and when a review date was carried out or has been booked in for
Mail view - shows the contacts mailing address