Contacts Search

This article provides information relating to the Contacts Search. 

The  Contact Search is helpful for identifying organisational Contacts using a combination of search criteria relating to general and financial attributes of Contact records.

Additional search criteria such as 'ContactType' e.g. Allied Health, 'Service Type' eg. Service Provider, and Contact 'Tags' e.g. Behavioural Intervention Support, can also be utilised when an organisation is configuring and applying these features in Contact records.

The Contacts List results generated from a Search may either be printed or downloaded into a CSV file for further review.

Audience: All


Summary

The following list summarises the content of this article. Click on the links below to take you to the relevant sections:


How to access the Contacts Search

The 'Contact Search' is accessed via the Dashboard:

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Contact Search Criteria

A range of search criteria is available to select from that can be used independently or in conjunction to meet specific requirements.

Related search criteria are grouped together under the following subsections:

  • Details - general details or attributes pertaining to a Contact record
  • Financials - attributes set in the 'Financials' section on the 'Contact Details' tab of a Contact record 
  • Notes - information entered in the 'Notes' section on the 'Contact Details' tab of a Contact record 

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Searching by Contact 'Details'

The search criteria in this section relate to general attributes of a Contact record and include the following:

  • Status Active - available options for selection are 'Yes' or 'No':

  • Contact Types - The list of available options to select from in this filter reflect the 'Contact: Types' configured on the Lists tab in System Preferences.

    One or more individual Contact Types may be selected as required, or it is also possible to 'Select All', select all 'Active', or all 'Inactive':

    N.B. 'Inactive' Contact: Types are those Types set as 'Archived' on the 'Lists' tab in System Preferences.

    The relevant Contact Type may also be found for selection by entering all or part of the Contact Type's descriptor in the 'Select Contact Types' field which will display the relevant options that match the information entered:

  • Service Type - The list of available options to select from in this filter reflect the 'Contact: Service Types' configured on the Lists tab in System Preferences.

    One or more individual Service Types may be selected as required, or it is also possible to 'Select All', select all 'Active', or all 'Inactive':

    N.B. 'Inactive' Contact: ServiceTypes are those Service Types set as 'Archived' on the 'Lists' tab in System Preferences.

    The relevant Service Type may also be found for selection by entering all or part of the Service Type's descriptor in the 'Select Service Types' field which will display the relevant options that match the information entered:

  • Company Name - A list of all Contact 'Company Names' are available for selection.  One or more individual Companies may be selected as required, or there is the option to 'Select All':

    The relevant Company may also be found for selection by entering all or part of the Company Name in the 'Select Contacts' field which will display the relevant options that match the information entered:

  • Primary Contact Name - A list of all names that have been entered as the 'Primary Contact Name' in Contact records are available for selection.  One or more individual Primary Contacts may be selected as required, or there is the option to 'Select All:

    The relevant Primary Contact may also be found for selection by entering all or part of the name in the 'Select Primary Contacts' field which will display the relevant options that match the information entered:

  • Preferred Contact Method - The list of available options to select from in this filter reflect the options configured for 'Preferred Contact Method' on the Lists tab in System Preferences. There is also the option to select 'Other' or 'Select All:

  • Email Address entered - available options for selection are 'Yes' or 'No':

  • Initial Contact Date: From and To - The calendar icon may be used to select the relevant From and To dates:

  • Final Contact Date: From and To - The calendar icon may be used to select the relevant From and To dates:

  • Staff Members - A list of all Staff, Active and Inactive, are available for selection.  One or more individual Staff Members may be selected as required, or there are the options of selecting all 'Active', all 'Inactive', or 'Select All':

    N.B. This search criterion relates to the Staff Member selected in the 'Staff Member' field on the 'Contact Details' tab of a Contact record.

    The relevant Staff Member may also be found for selection by entering all or part of their name in the 'Select Staff Members' field which will display the relevant options that match the information entered:

  • Tags - If an organisation is using the 'Tags' functionality for Contact records as configured on the 'Tags' tab in System Preferences, these options will be available for selection here.

    One or more individual Tags may be selected as required, or there is the option to 'Select All:

    The relevant Tag may also be found for selection by entering all or part of the Tag descriptor in the 'Select Tags' field which will display the relevant options that match the information entered:

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Searching by 'Financials'

The search criteria in this section relate to the Financial attributes of a Contact, specifically whether the following checkboxes have been selected in the Contact record:

  • NDIS Office - available options for selection 'Yes' or 'No'

  • NDIS Financial Plan Manager - available options for selection 'Yes' or 'No'

  • NDIS Service Provider - available options for selection 'Yes' or 'No'

  • Financial Plan Manager - available options for selection 'Yes' or 'No'

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Searching by 'Notes'

This is a free-text field where it is possible to enter specific keywords which may be contained in the Notes of a Contact record to refine the search e.g. In-home support:

N.B.  Notes are a useful way to search Contact records, however, the Notes information is not displayed in the onscreen results, nor in the Print or Export versions.

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Contact List results

Once the Search has been generated, the Contact List will display the results to the right of the search criteria:

Selecting the arrow on the dividing line between the search options and results List will minimise or expand the search criteria section as required:

The 'Contact List' includes the following columns of information: 

  • Company Name - includes a link to the Contact record
  • Contact Name
  • Type
  • Phone
  • Street Address

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Sorting the Contact List

By default, the Contact List results are sorted by 'Company Name' in ascending order alphabetically.

The results can, however, be sorted by all of the columns in the Contact List, other than Phone, based on how you wish to view the results. Selecting the arrows next to the column header e.g. Contact Name, will either sort the list in ascending or descending order: 

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Printing the Contacts List

Once the Contacts Search has been generated, the Contact List results which display onscreen may be printed by selecting 'Contact List' from the 'Print' menu:

The Contact List will display as follows and can be printed by selecting the Print Icon at the top:

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Exporting the Contacts List

The Contacts List can be exported in a CSV file, by selecting 'Download Contact List' from the 'Actions' menu: 

The 'Contact Export' file contains all of the information displayed onscreen as well as the Company ABN where applicable. The Primary Contact and Company contact details are split over multiple columns:

The columns of information in this export include:

  • Primary Contact  'First Name'
  • Primary Contact 'Last Name'
  • Company Name
  • ABN
  • Phone Number
  • Mobile Number
  • Email
  • Address
  • Suburb
  • State
  • Postcode

Contact List with Contacts

There is also the option to export the Contacts List in a CSV file, which includes information about each of the Contacts entered on the 'Contacts' tab of the Contact record.

To export this file select 'Download Contact List With Contacts':

This file includes all of the information contained in the Contact List export as well as the name and contact details of each of the Contacts added to the Contact records, displayed on separate lines:

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