Completed

Knowing the last contacted date of contact/organization

A function that I really hope Insightly has is a way to sort contacts/organization by "last contacted". Whether through email, phone, any method possible, it is super helpful if I know when was the last time I've contacted this customer/organization, so I can do a query for contact/organizations that I have not contacted for the last 2 weeks, and to be able to go through them to make sure I touch base with my prospects regularly. Is this possible at all with Insightly now?

Presently, I need to create a custom field and remember to enter the last contacted date into the field so I can do search function later. It will be best if I don't have to rely on manual entry. For insightly to implement this feature, a scan of emails/notes should produce the last date contacted automatically.

Howard

San Francisco

67

Comments

35 comments
  • Official comment

    Hello! I'm happy to share that we've recently added "Next & Last Activity Dates" to all record types (Leads, Contacts, Organizations, Opportunities and Projects) which should address this request. Learn more about it in our support site.

    Comment actions Permalink
  • Agreed. Would like to also be able to see/sort date of last activity for projects as well.

    4
    Comment actions Permalink
  • I agree as well. From the first day we started using this CRM I was worried about how you manage customers, projects, orgs, over a large amount of time. I have not found a great way to do so. Like you, I have to have something outside the defaults Insightly provides to manage this. I am hoping I just missed something simple. I'll be following this thread closely.

    5
    Comment actions Permalink
  • Agree. Very important.

    3
    Comment actions Permalink
  • I agree. This would be very useful.

    3
    Comment actions Permalink
  • yep.... please vote on this suggested solution if you think it would help you :)

    Using the existing dates to remember functionality on Contacts.. and then expanding it so that you can select/query all the people that need to be contacted in a specified date range.

    http://support.insight.ly/hc/en-us/community/posts/202852374-CONTACT-Filtering-Ability-to-create-custom-filter-on-Occasion-Date-not-just-Occasion-Name-

    5
    Comment actions Permalink
  • re: "For insightly to implement this feature, a scan of emails/notes should produce the last date contacted automatically."

    expanding on that good idea... To have Insighlty automatically produce the last contacted date.... it would need  to not only look at last email date, but also last Note creation date for a specific type of note identified as a phone call or meeting (ie. a flag for a Note Type that says 'update last contacted date' from this note when created/last edited).  Keep in mind also that some people will not record each phone call in a seperate note, but one note for "Phone calls" with a multiple lines showing the date / staff member who called / subject / outcome etc log

    6
    Comment actions Permalink
  • 0
    Comment actions Permalink
  • I'm trying to figure out a custom field workaround as well, it would be great if this were standard. I'd be particularly interested in knowing the last time an organization was contact-- and I'd like organizational contact to be triggered anytime a contact associated with that organization was contacted as well.

    0
    Comment actions Permalink
  • Hi everyone. I have a post from Nate, " Visual aid for identifying records that need attention" that touches on very similar needs to what Howard has outlined here. Definitely check out that post if you haven't already.

    1
    Comment actions Permalink
  • Insightly told me to add a custom field and then search on it. That means that every single time every single user contacted anyone in the database, the user would have to remember to go in and modify the custom field. Talk about extra keys strokes and unreliable data--this approach stinks. This is way to cumbersome and not at all realistic when you have a dozen users and thousands of records. 

    I thought the purpose of a CRM was to help me manage the relationships, not spend all my time fiddling with a goofy workaround. 

    3
    Comment actions Permalink
  • Michael,

    You wrote, "spend all my time fiddling with a goofy workaround." I 100% feel the same. Back in April I bought a year of service with Insightly and within a few weeks I found that managing long term information was almost impossible. Because of this I have gone back to my previous ways of managing projects and relationships. What a shame. I follow these threads hoping that other people show other ways of handling basic things that I think are simply flaws in this CRM. What I mainly see here is people also having the same issues/concerns and Insightly telling everyone to use other solutions/software/browsers to accomplish things that (in my eyes) should just be in a base CRM.

    4
    Comment actions Permalink
  • Jeff, Michael I'm with you!

     

    1
    Comment actions Permalink
  • I also agree.  We need to know when the last activity date was.  There are date fields available for Events and Tasks but no date field for the "Last Activity."  Have a "Last Activity Date" would be really awesome.

    2
    Comment actions Permalink
  • FYI... Gave up waiting.... created custom fields (Last Contact Date) that have to be manually updated, one by one.

    0
    Comment actions Permalink
  • Mia,

    I'm with you except that from the get go I created the custom field.  I cannot wait for the enhancement; I need to be able to track last contact date now.  I hope that the Insightly team will make this enhancement sooner rather than later.

    1
    Comment actions Permalink
  • This is very critical to us as well. This request has been around for 6 months now and getting lots of votes. Any estimate as to when we can get this very important enhancement? THANKS!

    3
    Comment actions Permalink
  • Hi jreeder:

    We appreciate your added thoughts. This unfortunately doesn't have a spot on the immediate road map. Your votes and feedback are helpful in moving things onto our list of features to be considered. We also take into account the ease or difficulty of developing the new feature, resources available and the value that would be added with the addition of the feature.

    If things change we will be sure to let you know!

    0
    Comment actions Permalink
  • 1000% AGREE WITH THIS NEED!!!!!

    Insightly does a lot of things extremely well; however, the one glaringly absent feature is this thread's topic... a "last contacted" feature.

    I've posted in other threads that competing CRMs provide "tickler" notifications for contacts the user is losing contact with. Not even necessary to do that - all that's necessary is to have the ability to build a custom report using all the potential contact methods and a "last date of (any) contact" filter. Simply could run a report to generate my list of those contacts who are slipping away. (And no, there is no current way to run a report to provide this... I've experimented extensively with the Reports section to no avail (other than exporting a couple of CSV files and working some magic with Excel... way too time-consuming and tedious).

    Without this ability, Insightly is really a CDM - Customer Database Manager, as opposed to a true CRM. I really think it's time to consider giving this a "spot on the immediate road map." 

    2
    Comment actions Permalink
  • This is my second post today. I am trying to add additional sales persons and would just like to be able to follow their progress in Insightly and everything I need has to have a "work around". Does anybody on the Insightly team have any experience with a sales cycle? 

    Your user interface is great and you have so many great features, but you are not pulling it all together to allow administrators to be able to implement nor track the workflows that Insightly is supposed to enable. 

    You are so close, but these "work arounds" are efficiency killers!

    1
    Comment actions Permalink
  • Came up with what I think is a viable "Date Last Contacted" workaround. In fact, it may be better than an "automatic" function since Insightly obviously can't auto update phone calls, meetings, etc.

    Fortunately, Insightly  lets users place a custom field on a client's info page. Fortunately again, the custom field choices provide a "Date Field." Creating a custom field with the title, "Last Contact Date" using the date field selection puts this custom field right where you need it... on the client's info page. The contact date can be updated by clicking on the custom field which results in a pop-up calendar... you simply need to click your mouse on a date to update.

    The next part that makes this very workable is that you can create filters and reports that allow you to use the date field as the filtering/reporting criteria. For example, I created both a filter and a report for clients that I haven't contacted in 30 days. This allows me to see who's falling through the proverbial cracks with a mouse click or two.

    This solution is working well for me. It requires minimal action (a couple mouse clicks) on my part to keep the last contact date current. 

    Hope this works for someone else (and if this solution has been posted previously (which it probably has), well... you get to read it again!)

     

    1
    Comment actions Permalink
  • This is great @Jeffrey House, thank you so much for sharing!

    0
    Comment actions Permalink
  • I have also implemented Jeffrey's solution but this is still a labor intensive activity.  For example, I recently sent a mass email to 30 clients which in my system constitutes a contact.  While Insightly makes it simple to send the email, I now have to go back through all 30 contacts to update the "date last contacted" field for each one.  In my opinion, this is a basic feature that any CRM should have automated.  I really can't understand why this feature has not moved up the ladder to be implemented.

    1
    Comment actions Permalink
  • Ken:  You can do a "bulk edit" and update the last contact date for all or select contacts at one time. I too send mass emails and I agree - this would be labor intensive to have to go into each contact to change the date. Here's what I do:

    1. If sending your mass email to all of your contacts, you can skip this step. If you send mass emails to select contacts, you'll need to filter just those contact on your mass emailing list. I created an organization titled "Mailchimp" (the service I use). I link this "organization" to the contacts I send mass emails to. This allows me to filter my contacts using the Mailchimp link. Once I have my select contact list, I'm ready to bulk edit the contacts.

    2. Click the "Select All" box to the left of the "Search Contacts" window (toward the top left of your screen). Now click the pencil icon that appears.Now click the "Change Field Value" box (this activates the drop-down window). Scroll to the "Date Last Contacted" (or whatever you called it when you added the custom field). Select your date, click "Save Bulk Edits" at the bottom of the page, and you just bulk updated your "Date Last Contacted" peeps!

    You can accomplish bulk edits in about 10 seconds. Hope this helps.

    2
    Comment actions Permalink
  • Jeffrey, Thanks for taking time to educate me on how to bulk edit the email list.  While I still think Insightly should implement an automatic update, you suggestion will save me tons of time.  Thanks again!

    0
    Comment actions Permalink
  • Jeffery, Thanks for sharing your workaround on updating the "Last Contact Date."  I am going to start using it.  

     

    1
    Comment actions Permalink
  • +1 for last contact date field.


    0
    Comment actions Permalink
  • This is a significant issue for our business.  We have a large sales team and a large customer base and a key requirement for us is to determine what accounts have had no contact (email, task, note, opportunity etc) in a given period of time to ensure we aren't loosing contact with them or loosing business.  With the sheer number of sales people and accounts this is something we need in an automatic report format not something that has to be a work around

    0
    Comment actions Permalink
  • +1 for last contact or last note

    0
    Comment actions Permalink
  • I struggle with this issue too.  I want to be able to run a Filter, in Contacts, of everyone who has not received any emails in over 90 days.   I want to catch anyone who has been ignored.

    This "Date of last email" in the Filter options would fix this.

    0
    Comment actions Permalink

Please sign in to leave a comment.