Contacts Filtering

Is there a way to filter contacts in Insightly.  All users currently have to scroll through everyone's contacts. 

Please help.

0

Comments

12 comments
  • Yes, there is a way to filter contacts in Insightly. What do want to filter by Team Name, Created by User, etc.? Or are you looking to have a permanent "permissions based" filter for sales users, so no one can see each others leads? 

    1
    Comment actions Permalink
  • I would think Team Name would be a great filter although created by would work as well.  Can you tell me how to accomplish this?

    Thanks.

    0
    Comment actions Permalink
  • I would be more than happy to help you :) 

    So there are a few ways we can accomplish this...

    First, here is the method NOT involving permissions...

    Filter Method: Click on "Contact" on the left tab, then click "Filter" on the top right. Scroll down and click "Created by", then add the user's name you wish to filter by. Done!

    Then there are two permission based methods involving users and teams. The benefit of doing it this way, is that when your users log on they will never be able to see other user's/team's contacts, as a result they will never need to filter for other users/teams. 

    User Method: Select the contacts you want viewed by a specific user and perform a bulk edit

    Team Method: You can create teams by following these instructions. When you have finished creating your teams, select the contacts you want designated for each team and perform a bulk edit. 

     

     

    1
    Comment actions Permalink
  • micah - This is awesome. :) Thank you for helping out not only april, but our entire community! 

    0
    Comment actions Permalink
  • 1
    Comment actions Permalink
  • Yes, thank you so much. This is a tremendous help.

    0
    Comment actions Permalink
  • Hi Mechah,  

    I want to set up my contacts into different categories such as, Suspects, Prospects, Clients, Suppliers and the like.  I did what you suggested above and that has not seemed to work.  How is it done?

    Cheers  

    0
    Comment actions Permalink
  • Hi Geoff,

    I would be more than happy to help you! 

    Go into System Settings and create a custom drop down field for your Contacts called Account Type. Next, insert your desired "categories" in the custom drop down field values. After you are finished saving the custom field, update your Contacts by performing a Bulk Edit or CSV import. Finally, create a filter in the Contacts tab. Select Custom Field: Account Type equal to (Suspect, Partner, Customer, etc.), and Save Filter.

    Here is a video for additional information:

    https://www.youtube.com/watch?v=sHIX7pyKHvs&feature=em-upload_owner

    If you have any questions or concerns, please let us know.

    Thank you,

    Micah 

    2
    Comment actions Permalink
  • Micah, 

    I'm also trying to search contacts by 'Account Type'. Thought I'd follow your instructions to Geoff in setting that up, but I'm unable to do so. Unless I'm overlooking it, I do not see System Settings..only User Settings... 

    What I'm trying to do is search for my Advertisers and export them, is there any easier way?

    Thanks, Dana 

    0
    Comment actions Permalink
  • Hi Dana,

    Please ask your administrator to make the changes or make you an administrator on the account. 

    Let us know if you run into any issues.

    Thank you,

    Micah

    1
    Comment actions Permalink
  • Hi!

    Unfortunately, you can filter only records "created" by the user from a Team.

    You will not see records made visible for all users from a Team based on permissions.

    This is a real drawback, because you cannot bulk edit permissions!

    (For example when I want to merge teams without giving access to all my records)

    Any idea how to overcome this?

    0
    Comment actions Permalink
  • Hi Krzysztof, you can in fact bulk edit permissions. The Advanced Permissions feature let's you do this through profiles and roles. It's only avaibale with the Professional or Enterprise plans through. 

    See details at: https://support.insight.ly/hc/en-us/articles/218138648-Overview-of-Advanced-Permissions  

    0
    Comment actions Permalink

Please sign in to leave a comment.