All Collections
Getting Started
Getting started #7 - Contact management
Getting started #7 - Contact management

Managing already uploaded contacts

Milos avatar
Written by Milos
Updated over a week ago

The Contacts section acts as a team or user database. This page stores all prospects added directly to this section or any campaign.

Leads from DataUnlimited will be added here only after at least one email from the campaign is sent to them.

There are a lot of features and possibilities in this section, so let's explain some of them.

Options on the left side of the upper toolbar will be grayed out if no contacts are selected.

Add to campaign - the option to add selected contacts directly to an existing campaign. New campaigns can be created too, by typing in the name of a new campaign and choosing the appropriate option from the drop-down.

Download CSV - a list of selected contacts will be downloaded from Autoklose. If there are more than 10,000 contacts selected, the system will need a bit more time to prepare the download. Once this is done, an email notification will be sent (to the email address from Account settings - the login address) with a Download link page. Lists will be prepared for download in batches to up to 10,000 contacts.

Apply tag - tags can be added to the selected contacts. Typing in the name of a non-existing tag, the option to create a new one will appear. Please note that any user can apply only tags created by that user.

Remove tags - this gives you the option to remove tags from the selection. Just click on the small X sign next to the tag, and this action will be applied to all selected contacts.

Add to the "Do not email" list - a great way to manually add more contacts to the do not email list (DNM), or a list of contacts that you do not wish to reach out to. Contacts added to this list will be immediately removed from any ongoing campaigns, and they will not be available for upload to any future campaign.
Remove from "Do not email" list - a way to remove contacts from the DNM list, if contact/s are added to this list by mistake for example.
Please note that this is only recommended if you are absolutely sure that contact is on the DNM list by accident, mistake, or some technical issue. In other cases, we strongly recommend against removing contacts from the "do not email list."
Removal from this list will not automatically switch the status of recipients inside campaigns. A small icon that represents the DNM list will be removed, but the recipient status will remain the same. If you wish to change the status of the recipient, additional steps are required inside the campaign.
Remove - an option to delete contact/s is available only to the manager of the team.
Validate - a feature that allows users to verify the selection of contacts. More information about validation can be found in the article.

On the right side are options to add, search and filter contacts to and from the database.

Add contact(s) - if you wish to add just a couple of contacts, there is no need to create a CSV file. This feature adds an option to create contacts one by one.
Upload CSV - the mass upload option via a CSV file. The limit per one upload is 10,000 contacts or rows. Also, the list should not be larger than 5MB.
If your list contains more than that, please split it into smaller segments that can be successfully uploaded into the Autoklose system.
Search - a great way to find a specific contact or group of contacts. The most efficient way to search for a specific contact is to use the email address as it is unique.
Filter - by default there are 16 fields that help in contact management, but if there are any custom fields added, there could be more.

  • Added by - will filter contacts by the uploader, or a person from the team that added contacts to the shared database

  • Status - the option to show or not show Active or "Do not email" contacts. Do not Email contacts can be filtered even more using the Reason field (Bounced / Unsubscribed)

  • Unengaged - show contacts with our without any engagements (positive or neutral reply or click to an email link). Additional filter contacts that were not emailed yet.

  • Active in - this will filter only contacts that are used in specific campaign/s

  • Activity type - this works best in combination with the "Active in" filter to show contacts that have had some activity in the campaign/s (open, click, reply, sent, nothing sent, no opens)

  • Contact sources - there are different ways to upload contacts to Autoklose, and this filter allows you to view only the contacts uploaded in a specific way.

  • Contain tags - one of the best and most used ways to filter out contacts. What's great about this filter is that you will be able to filter out contacts that are tagged by team member tags too (no ownership limitation like in the Apply tag option).
    Add Exclude field gives a way not to show contacts with specific tags

  • City, State, Country, Organization, and Job Title - works similarly to Tags with the difference that the filter will catch all contacts that contain keywords (if filtering for "president", "vice president"-s will be presented too). The exclude option is there to help with those marginal cases. More about Exclude filters in this article.

  • Date Range - this will filter contacts by date of creation, and the upload date to Autoklose. All contacts added between two dates will be shown. The date of creation will not change in case there is a re-upload or contact edit.

  • Validated - the option to filter contacts by the date of the last validation.

  • Points - Filter contacts by the number Points where:
    All Points is the default view and all contacts are shown in highest to

    lowest points order;
    No Points shows only contacts with 0 points;
    More Than shows only contacts with more than x number of points.

  • Last Contacted - date range option that filters out contacts depending on the date of the last received email.

All contacts or results of the filter and search features will be displayed below.
They can be sorted by clicking on the desired column name.
The number of contacts that will be displayed per page can be set at the bottom of the page (25, 50, or 100 results). By default, this value is set to 25 items per page.

There are multiple ways to select contacts. Using the checkbox at the top, only contacts from that page will be selected. Depending on the settings at the bottom, this means only 25, 50, or 100 contacts will be selected. Selection will be saved in case you move from one contact page to another.
The next option is to Select all, which will do exactly that - select all or all filtered contacts. And last is to select or deselect individual contact/s one by one.

Depending on your monitor or display size, the resolution, and the number of custom fields, not all columns will be shown in the default view. In that case, you can use the slider at the bottom of the page to move left and right through columns. A faster way is to use the middle mouse button. Press this button anywhere on the result page, hold it and move the mouse left or right to show all desired fields and columns.

If you have any questions do not hesitate to initiate a live chat.

Happy klosing! :)

Your team!

— — —

To learn about sales, customer acquisition, business strategy, and more, read our 50,000 subscribers strong blog.

Join over 10,000 followers on LinkedIn, to learn just released success stories from around the world of business.

Did this answer your question?