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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 page holds all the prospects added directly to this section or any campaign. Contacts can be added using bulk options using CSV, API, or direct integrations, as well as created inside Autoklose one by one.

Leads from DataUnlimited are 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.

The default view, when no contacts are selected, provides options to Import, Export, or Filter contacts. More contact management tools are available once at least one contact is selected.

In case there are no selected contacts, the page toolbar looks like this.

There are two ways to add contacts to Autoklose from the Contacts page.

Bulk option using Add via CSV and individual using Add Contact option.

Add via CSV - the mass upload option via a CSV file. Size of the file should not exceed 15MB or around 150 000 contacts.
If your list contains more than that, please split it into smaller segments that can be successfully uploaded into the Autoklose system.

Find out more about the CSV import process in this article.

Add contact - if you wish to add a single or 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. Simply click on an arrow to access the option from the drop-down.

Export - is an option to download a list of Selected, All, or Range of Contacts.

Numbers in brackets show how many contacts can be exported with each option.

If there are more than 10,000 contacts selected for export, the system will need a bit more time to prepare the download. Once this is done, an email notification with a Download link will be sent to the email address from Account settings - the login address.

Please be aware that links become invalid and expire after a duration of 30 days.

In case at least one contact is selected, the toolbar will adjust and more options will appear.

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.

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 DNE - a great way to manually add more contacts to the do not email list (DNE), 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 DNE - a way to remove contacts from the DNE 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 DNE 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 DNE list will be removed, but the recipient status will remain the same. If you wish to change the recipient's status, additional steps are required inside the campaign.

The "More" dropdown holds options to:

Validate Contacts - a feature that allows users to verify the selection of contacts. More information about validation can be found in the article.

Delete Contact - an option to delete contact/s is available only to the manager of the team. Please note that contacts deleted from the Contacts page will still be present in campaigns and continue to receive emails in case they are still scheduled. So prior to deletion, it is necessary to make sure desired contacts are Removed from campaign/s and do not have an Active recipient status.

On the right side are options to Select Table Columns, Search, and Filter contacts. Buy New Contacts button from the database.

Select Table Columns - offers an easy way to choose the way how data is presented. Unnecessary fields can be removed from the Contacts page view by simply unchecking them from the list.

Additionally, it is possible to change the order of fields using the click-and-drag option. Hover over the icon left of the checkbox and once the mouse cursor changes, click and drag the field into the desired position.

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.

Filters - can be used to narrow down the search and easily manage your contact database.

Chosen filters can be saved and re-used at a later time.

Once done with setup and selection of filters, click the "Save Filters" button.

Saved filters can be used in the future to ease up contact management.

Click on the "Add Filter" button and choose one or a combination of the following filters:

  • 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 or 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. It is possible to select more than one if necessary.

  • 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). Additionally, there is an option to change the login and for example, show contacts that do not have any emails sent to them. Simply click on a filter element "is" and change it to "is not".

  • Contact sources - there are different ways in which contacts can be uploaded to Autoklose, and this filter allows you to view only the contacts uploaded in a specific way. API source can be additionally filtered depending on the source.

  • 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).
    It is possible to exclude contacts with certain tag/s using the "do not contain" option.

  • 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 does 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 of Points with an option to show contacts that have exactly the number of defined points (Equals), more or less than that number ( More Than, Less Than), as well as contacts in Between 2 values.

  • 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. By utilizing the checkbox located at the top, you can opt to select contacts solely from the current page. This choice is influenced by the settings at the bottom, allowing for the selection of 25, 50, or 100 contacts. Your selection will persist when transitioning between contact pages. Another alternative is the "Select all" option, which, as the name suggests, will encompass all contacts or those that match your filter criteria. Lastly, you have the option to individually select or deselect contacts one at a time.

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.

Buy New Contacts - a simple and quick way to purchase data credits from the Autoklose database. Find more information about data credits and the possibility of purchasing Autoklose leads in this article.

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

Happy klosing! :)

Your team!

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