Working with your data

Search and filtering

Contacts and Deals share the same filter bar. Search matches as you type, and filters are built as rows.

1. 1Open Filters and choose Add filter.
2. 2Pick the field to filter on.
3. 3Choose Is to include matches, or Is not to exclude them.
4. 4Pick the value.
5. 5Add more rows to narrow further — all rows must match.
6. 6Use Clear filters to start again.

A dot on the Filters button tells you filters are currently applied.

Exporting data

Export what you are looking at, or the whole database — in Excel, PDF or Word.

The Export button on Contacts and Deals opens a dialog where you choose what to export and in which format.

Choosing what to export

Export all

Every record in the organization, across all pages — not just the page you are looking at.

Export filtered

Only the records matching your current search and filters, across all pages. Available once a search term or filter is applied.

Choosing a format

The dialog shows progress while records are gathered, and the finished file is named after the scope you chose. Very large exports are capped at 20,000 records; if that happens you are told, and narrowing your filters lets you export the rest.

Importing contacts

Administrators can import many contacts at once from the Import button on the Contacts page. Each row is validated the same way the contact form is, so bad rows are reported rather than silently dropped.

Large files are sent 100 rows at a time, with a progress bar showing how many records have been imported and how many are left. Keep the tab open until it finishes; you can stop an import between batches.

After an import you are shown how many records succeeded, how many were not imported, and why each one was rejected. If a batch fails, only the rows in that batch are listed, and Fix failed rows lets you correct and re-import just those. Duplicate emails or phone numbers are reported as duplicates rather than creating a second record.

Resources

Resources keeps the documents behind your deals in one place. Upload proposals, contracts and other files from the Resources page, or from a contact or deal, and link each file to the contact and deal it belongs to. Files linked to a contact or deal also appear in its Documents section. Attachments you email to a contact are kept here too, linked to that contact, together with who they went to and the subject they were sent with.

Adding, renaming, re-describing, moving or removing a linked file is recorded in the contact's activity, with who did it and when.

Click a file to preview it in a side panel without leaving the list (PDFs, images, audio, video, text, Word documents and spreadsheets), and step through files with the arrows. Search finds files by name, description, contact, deal or email details, and filters narrow the list by when a file was added, its type, its source, what it is linked to and who added it.

Each file can be up to 5 MB, and you can upload up to 10 at a time. Admins can rename, re-link or delete any file; members can change the files they added. Everyone sees files that aren't linked to a contact; otherwise members see the files they added and the files of the leads they can see. Deleting a contact or deal keeps its files in Resources and only removes the link.

How many resources you can keep, and the maximum size of each file, depend on your plan.