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As your CRM grows, most of your work is with one slice of it: the leads from one event, the customers one teammate looks after. Search and filters find that slice, a saved view brings it back in one click, and the bulk actions change everyone in it at once. This guide finds the six people who came to Northwind’s cupping class, saves them as a view, moves all six to Prospect, gives them an owner and exports the list.

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Search for someone

Click CRM in the left rail, then Contacts at the top. Type part of a name or email address in Search name or email…. The search also looks in job titles, phone numbers and company names, and it shows as a chip under the box.
Search name or email with marchetti typed, outlined, the chip search: marchetti, and the one match, Sofia Marchetti, sofia.marchetti@example.com, 503-555-0156, Chef and Owner, Lead, outlined

One match for marchetti

Click the x on a chip, or Clear all, to take it away.

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Filter the list

Click Filters. Pick what you need under Status, Owner, Has email, Lead source, Original source, Created and Has a deal in stage. Picking two values in one section finds contacts with either; picking in two sections finds contacts with both. Each choice shows as a chip, the count shows on Filters, and the number of matching contacts shows at the right.
Filters with 2, outlined, the chips status: Lead and source: Cupping class with Clear all, outlined, 6 contacts, and the open panel with Lead outlined under Status and Cupping class outlined under Lead source

Leads who came to the cupping class

Click Close to fold the panel away, or Reset to clear every filter.

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Choose the columns

Click Columns and tick the columns you want to see. Here Company is added, to see where each person works.
Columns open with Visible columns, Company ticked and outlined, and the six cupping class contacts in the list

Showing the company

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Save the list as a view

1

Open Views

Click Views, then Save current as view.
Views open, outlined, with Saved views, No saved views yet, and Save current as view outlined

No saved views yet

2

Name it

Type a Name. Tick Share with everyone on this account to let your teammates use the view too. Click Save view.
Save current filters as view with Name Cupping class leads outlined, Share with everyone on this account ticked and outlined, and Save view outlined

Cupping class leads, shared

The Views button now shows the view’s name. Next time, pick the view under Views to get the same filters, sort order and columns back. A shared view has a share mark next to its name. Clear active view goes back to the full list.
The Views button now reading Cupping class leads, outlined, and its menu with Cupping class leads, a share mark and a check, outlined, above Save current as view and Clear active view

The saved view

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Update them all at once

1

Select the contacts

Tick the box at the top of the list to select every contact on the page, or tick rows one by one. If more contacts match than fit on the page, a line offers Select all with the number that match.
The select-all box at the top of the list, ticked and outlined, and the six contacts below it, each ticked

All six selected

2

Find the bar

A bar at the bottom of the page says how many are selected. Set status, Set owner and Set source change everyone selected. Text and Enroll in sequence contact them, Save as audience turns them into an email marketing audience, and Clear unselects them.
The bar: 6 selected, Set status and Set owner outlined, then Set source, Text, Enroll in sequence, Save as audience, Delete and Clear

The bulk actions

3

Change their status

Click Set status and pick the new status. The six are past a first chat, so Northwind moves them to Prospect. A note at the bottom says how many contacts were updated.
Set status open, outlined, with Lead, Prospect, Opportunity, Customer and Churned, and Prospect outlined

Prospect, for all six

4

Give them an owner

The selection clears after each change, so tick the contacts again. Click Set owner and pick the teammate who will follow up. Clear owner takes the owner off.
Set owner open, outlined, with Clear owner and Jamie Holloway, and Jamie Holloway outlined

One owner for the group

The list shows the new status for everyone at once.
The six contacts, five with their companies, Saltmarsh Kitchen, Juniper Row Café, Larkspur Hotel, Bramblewood Coworking and Kestrel Lane Bakery, and the Status column outlined, Prospect on every row

Six prospects

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Export the list

The six are Prospects now, so first click the x on the status: Lead chip. Then click Export. A CSV file of every contact that matches your search and filters downloads, up to 10,000 contacts. Here the filter is just the lead source, so the file holds all six.
The source: Cupping class chip with Clear all, outlined, the Export button, outlined, and 6 contacts, outlined

Export, with the filter that picks the six

The file always has the same columns, whatever you show on the page: name, email, phone, job title, status, lead source, original lead source, the owner’s name and email, a contact ID, and the dates each contact was added and last changed.

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Good to know

  • A view keeps filters, not a fixed list of people. Cupping class leads finds Leads, so once the six are Prospects, the view no longer shows them. To keep following a group, filter on something that stays the same, such as the lead source.
  • Bulk changes have no undo. Check the count on the bar before you pick a change. Deleting is the exception: Delete shows Undo for a few seconds.
  • Lead status shows only for Leads. The Lead status column is blank for anyone whose status isn’t Lead. The lead status they had is kept, and shows again if they go back to Lead.
  • More: Bring Your Contacts In from a Spreadsheet adds contacts from a file, and Add and Manage CRM Contacts covers each contact’s record.