Contact Management - Moving contacts based on call ending reason, and products bought

Contact Management is a powerful and flexible tool. For a full description of what this tool can do, see Contact Management - Overview. This article gives only one example of the kind of operations the tool can perform. This example takes multiple contact lists, identifies which contacts in them have the call ending reason Deal, and which bought specific products. It moves those contacts into a new contact list, resetting them for further use.

In your Admin account:

1. Go to the Contact Lists page.
2. Go to the Contact Management subpage.

Select contact lists

First, select which contact lists you want the tool to examine.

Filter the lists

You will then see the Criteria for filtering. Click to select if you want to Filter on contacts or to Filter on Companies. Find the criteria you want to filter on. In this example, we are looking for contacts for whom we gave the call ending reason, Deal. Click the Select none link under the list to deselect all of the call ending reasons, then click to tick the checkbox for Deal.
In this example, we are only interested in contacts who bought Souvenir signs. Click to tick the Sold products criteria. Click the Select none link under the list to deselect all of the products, then click to tick the relevant products. Note that when you select multiple filter criteria, only contacts that match ALL criteria are affected.

8. It is strongly recommended that you click the Preview button at the bottom of the Source column. This will show a sample of the contacts that will be included in this filter. This is essential to check you have set the filter correctly.

Select what to do

Next, in the Operations section, determine what should happen to the contacts identified in the Source.

Click to select the Contact status. In this case we are going to create a fresh new list for a new purpose. We choose Reset customer status as "not used". Click to select Contact processing. In this case we want to handle the selected contacts separately. We choose Move contacts to new list.  Click to tick checkboxes for Maintenance. In this case, if there are any empty contact lists after the operation we don't need them. We leave Remove contact lists that are empty ticked.

Choose the output

Finally, in the Destination section, decide if the contacts found from the source should be added to a new list or an existing one. You might also create a new project.

Click to select to either Add contacts to existing contact list or to Create new contact list. If you choose to add to an existing list, you will need to select which list. If you choose to create a new list, you need to give a Name for new list and potentially an Office. Finally, click to select to whether the list should be attached to a project or not.

• Don't attach list to project creates the list (or adds contacts to the selected list) and stops at that.
• Create new project for new list creates an Outbound campaign with the same name as the list and associates the list with it.
• Attach list to project creates the list (or adds contacts to the selected list) then associates the list with a project of your choice. This can be either an Outbound campaign or an Inbound project.

16. Once all options have been selected as needed, click the Run selected operations button.
17. You will be notified of the operation. Click OK.
18. You will be offered the chance to reset the tools settings, click OK to do so, or Cancel if you want to keep the settings you used, perhaps to change and repeat.