Contact List

The Contact List screen displays all the contacts entered for your organization. Group administrators can modify the fields displayed on this list.

To view the Contact Details from this screen, click on the icon on the left side of the contact or just double-click on any rows of the contact.

The Contact List screen also allows the user to search for a contact by contact fields or by creating a filter.

Bulk Options

OfficeClip administrators can perform bulk operations, such as reassigning, deleting or tagging all contacts or selected contacts. The Bulk Options button is at the top right corner of the list screen. It can be used to:

  1. Change ownership of selected contacts or all contacts.

  2. Delete certain contacts or all contacts.

  3. Tag or remove tags for selected contacts or all contacts.

When you click Show Bulk Options, this screen appears:

To Delete Contacts using bulk options:

  1. Choose delete options by clicking the appropriate link. Delete Checked only deletes the contacts that are check-marked on the screen, and Delete All deletes all the contacts from the organization.

  2. When finished, you can click the Hide Bulk Options to close the window.

To Reassign the ownership of Contacts:

  1. Select the user from the drop-down list.

  2. Click on the checkbox for the particular contact whose ownership needs to be changed.

  3. Click on Reassign Checked and click OK from the confirmation screen that appears.

  4. If you want to assign the ownership of all contacts to a single user, click Reassign All and click OK.

To Add a Bulk Tag:

  1. Click Add and then from the drop-down list select the tag name.

  2. To add tags to selected contacts, click on the checkbox for that particular contact, and click Apply on checked.

  3. To add tags to all the contacts, select the Apply for all option.

  4. To remove the bulk tag, click on the Remove button in the drop-down list.

  5. When you finish, you can click the Hide Bulk Options to close the window.

History

The history button on the top right of the list screen helps to keep track of what your team is working at many levels.

When you click on the History button on the list screen, you will be able to see the changes made to the contacts.

To learn more details about the history button, click here.

Notifications

The user can see the automated messages through notification button. The notification button is on the top right on the menu bar.

It will show all the updates taking place in the OfficeClip module and will also remind the user about the tasks to be performed.

To learn more details about notifications, click here.

Searching and Filtering Contacts

By using Search and Filter options in the OfficeClip Contacts application, you can easily find the contacts you are looking for. This feature allows you to search for contacts by typing in a keyword and selecting a field, such as Description. You could search for a certain word in the field Description and all items that match this criterion would show up in the list. This feature is helpful for viewing items that may be related to a particular project, period, user, etc. without having to search through the entire list.

Tip:

In the search box, you can type "and" between multiple words to match all the words or use the comma (,) between multiple words to match either of them. For example, John and Jill will match all the records that have both John and Jill in them; while Mary, Jeff will bring all matches for Mary and also all matches for Jeff together. Google-like exact searches can be done by using quotes; for example, "North Carolina" will match two contacts with two consecutive words North and Carolina.

Users can create filters to customize their searches better. Filters allow the user to specify many criteria and save them for future use. You can also remove filters if you no longer need them.

Search and Sort

  • To sort the entries by a particular field, click the header name (e.g., Last Name). Clicking the same header again toggles the results between ascending and descending order.

  • To search for particular text associated with a contact, type a word or phrase in the Search field at the top of the main Contact List.

  • You can also select the field you wish to search from the drop-down box and click the icon to initiate the search. The search results are displayed. To exit the search result screen and view the full list of contacts, click Cancel.

Filters

The Filters option allows you to create a customized search based on selected criteria that you define. After a filter is created, it is saved for future use. Filters allow you to save time by creating a category to sort through your contacts and the fields you want to filter. Filters allow a refine search as per the users requirement.

To create a filter:

  1. Click the icon or select New Filter from the filter selector drop-down. A screen will appear.

  2. Type a name for the filter. A good filter name is one that describes the filter, such as Georgia Contacts or Source-Web with Opt Out.

  3. Select the scope of the filter:

    1. Information Owned by Me allows you to filter the output so that only contacts of which you are the owner are displayed.

    2. All I Can See allows you to see the contacts owned by you, as well as contacts you have permission to view.

  4. Select visibility:

    1. Visible to Everybody allows everyone in your group to see and use the filter.

    2. Visible only to Me creates a private filter that nobody else in the group can see.

  5. Select filter conditions:

  • In this section you can select, if Any (or All) of these conditions are True (or False).

  • When you click on the icon in Conditions, you will find a drop-down list which contains all the contact fields (Name, address, company, date, etc.). Select the appropriate field.

  • You can then select a condition by clicking on the word "is" (you can select between "contains, does not contain, is, is not," etc.).

  • Finally click on Save to save the filter and go back to the list screen.

  • On the Contact List screen, from the drop-down list select the filter you have just created, and you can see the filter results displayed.

  1. To edit a filter, select the filter then click the icon.

Complex Filters

  • A filter can also be created using complex conditions. For that, we need to create two subgroup filters and then combine them.

  • To create a subgroup filter, click on the icon and select the Conditions Combination option.

  • Construct each subgroup individually and then combine them.

To learn more about the complex filter, check our officeclip blog link :

http://blog.officeclip.com/post/2015/01/29/how-to-use-advanced-crm-filters-in-officeclip.aspx