Actions in Contacts
Actions in contacts
Effective contact management goes far beyond simply viewing an individual record. An advanced CRM system allows precise filtering of the database, exporting relevant information, applying simultaneous modifications to multiple records, and executing specific communications or tasks from each contact individually.
In this detailed guide, we will explore all the actions that can be performed both from the general contacts list and from each person's specific record. Additionally, we will indicate in which situations each function should be used and what precautions are essential to maintain an orderly, secure, and up-to-date database.
Available actions in the contacts list
The contacts list is the ideal space to work with large or segmented groups of records. From the Actions menu, three essential functions are concentrated that optimize mass management:
Reset filters: remove any active search or filter to recover the complete list.
Export information: extract selected data from contacts for analysis or external use.
Execute mass actions: apply simultaneous changes to all filtered contacts.
The fundamental principle is clear: first precisely define the group of contacts and then apply the desired action. This methodology minimizes errors and avoids unintentional modifications or exports of records outside the working scope.
Reset filters and recover the complete list
When a search is performed by name, status, or another specific criterion, the list shows only the results matching those parameters. The Reset option removes all active filters and returns the view to its original state, displaying the complete database.
This function is especially useful after locating several contacts with common attributes or after working with a segmented selection. Before starting a new task, it is essential to verify that no filters are active to avoid interpreting a subset as the entire database.
How to export contacts safely and efficiently
Data export allows extracting the information contained in the CRM for analysis, presentation, or external integration. The most common formats are CSV compatible with Excel and, in some cases, XML.
A well-configured export avoids files with unnecessary data, unclear columns, or accidental inclusion of sensitive or irrelevant information.
Select the fields to export
The export process is organized into two main columns:
Source: contains all available fields in the contact record, such as last names, address, identity document, contact details, or newsletter subscription preferences.
Destination: groups only the fields that will be included in the final export file.
To obtain a useful and manageable file, it is recommended to move only the strictly necessary data from the source to the destination. Additionally, the field searcher can be used to quickly locate specific elements, such as the client's name or fields related to communication permissions.
This careful selection allows limiting the exported file to information relevant to each purpose.
If a complete dump is required, there is the option to move all fields to the destination for a massive export. However, exporting all information implies greater responsibility in protecting and properly using the data.
Export only the necessary contacts
Export respects active filters in the list, so it is possible to extract only records that meet certain criteria. The recommended procedure is as follows:
Apply a specific filter in the contacts list.
Verify that the results match the desired group.
Access the export option.
Select the necessary fields in the destination column.
Choose the appropriate format and complete the export.
For example, if a search returns three contacts with the same name, the export can be limited exclusively to those three records and the relevant fields for the intended purpose.
Best practices before downloading a CSV or XML file
Filter beforehand: do not download the entire database if only a specific segment is needed.
Select only essential fields: this reduces risk and facilitates file management.
Pay special attention to personal data and consent-related fields: ensuring regulatory compliance.
Save the file in a secure and protected location: to prevent unauthorized access.
Avoid reusing old exports as a definitive source: information may have changed in the CRM since the last export.
Mass actions: how to update multiple contacts simultaneously
Mass actions are tools designed to apply repetitive or common changes to groups of contacts without the need to edit each record individually. They are especially useful for managing specific segments or coordinated campaigns.
Among the most frequent mass actions are changes of assigned agent, sending properties by email, and updates related to data protection compliance (GDPR).
These actions apply exclusively to the previously filtered set of contacts, ensuring precision and control.
Recommended process to perform a mass change
Define the appropriate selection criterion, such as agent, name, segment, or another available condition.
Apply the corresponding filter until exactly the contacts to be modified are obtained.
Carefully verify the number and identity of the results.
Access the Mass actions menu.
Select the desired action and confirm the operation.
Subsequently review the affected records to verify that the change has been correctly recorded.
Practical examples of mass actions
Reassign an agent: when a portfolio of contacts must be transferred to another team member.
Update GDPR status: to mark a group as validated or pending, according to the real situation.
Send properties by email: when a previously identified segment must receive specific real estate information.
Given the potential magnitude of these operations, detailed review of the applied filter is the most critical step to avoid unwanted or involuntary modifications in incorrect records.
Actions available from an individual contact record
The contact record is mainly used when actions affect a single person or when it is necessary to consult their information in detail before proceeding. The Actions menu within the record offers specific options that complement the functions of the general list.
Create items linked to the contact
From the individual record, it is possible to generate new records directly related to that person, such as:
A new property.
A prospect.
A demand.
A contact relationship.
These actions help maintain interconnected and organized commercial information, avoiding data dispersion and facilitating comprehensive client-centred management.
Send personalised communications and requests
Depending on the functionalities enabled in the system, various types of direct communications can be initiated from the individual record:
Sending email.
Sending WhatsApp messages.
Creating or sending appointments.
Sending surveys.
Requests related to GDPR consent.
Requests for Google reviews via email or WhatsApp.
Before sending any communication, it is essential to verify that the contact's data is up to date and that the recorded consent status allows the intended type of sending, thus ensuring regulatory compliance and the effectiveness of the action.
The individual record centralizes creation, communication, and maintenance actions for the contact, facilitating complete and personalised management.
Options linked to demands and real estate portals
In some cases, within the contact's actions menu, options related to BDMi from idealista may appear. These functionalities are mainly aimed at managing demands and integrate into the workflow when appropriate, providing greater efficiency in real estate management.
How to unify duplicate contacts to optimise the database
One of the most common challenges in managing commercial databases is the appearance of duplicate contacts. This usually occurs when multiple records are created for the same person, especially if an automatic duplicate blocking system has not been implemented.
The Unify contact function allows identifying and consolidating duplicate records into a single contact, improving the quality and consistency of the information.
What happens when merging two records
When unifying contacts, the system keeps as the main record the one that contains more information or more complete data. Therefore, it is crucial to carefully review the information of both records before confirming the merge to ensure that the most relevant and up-to-date information is maintained.
It is important to use this function only when it is confirmed that both records correspond to the same person, not relying solely on name matches, as different people can share similar first and last names.
Steps to unify a contact
Access the record of one of the duplicate contacts.
Enter the Actions menu.
Select the Unify contact option.
Search and select the record with which you want to merge.
Carefully review the data before confirming the consolidation.
The search function facilitates selecting the appropriate record to merge with the open contact.
Besides unification from the record, there may be a manual mass unification option in the system settings area, which usually requires additional review or technical support intervention.
Common errors in contact management and how to avoid them
Executing a mass action without reviewing the applied filter
One of the most frequent and critical errors is modifying, reassigning, or sending communications to a group of contacts without previously validating the selected set. The filter result must always be carefully verified before confirming any mass action.
Exporting excessive or unnecessary information
Exporting the entire database or including irrelevant fields can generate files that are difficult to handle and increase security risks. Careful selection of specific fields reduces these risks and improves work efficiency.
Merging contacts only by name similarity
Before unifying, it is essential to compare all available data. Two people may share first and last names but differ in address, phone, documents, or business relationships, so the merge must be done only with absolute certainty.
Sending communications without confirming GDPR consent
Email or WhatsApp communications must strictly respect the recorded consent status for each contact. If the status is pending or not valid for the intended type of sending, it is necessary to review and update the information before proceeding.
Checklist to maintain an organised and reliable contacts database
Always reset filters after completing a specific search.
Apply filters before exporting data or performing mass actions.
Select exclusively the necessary columns in each export.
Verify the GDPR status of contacts before sending communications.
Carefully review data before unifying duplicate records.
Check the history and follow-up of each record after making relevant changes.
Link properties, prospects, demands, and relationships to the correct record to maintain information consistency.
Conclusion
The actions available for contact management transform a static database into an operational and strategic tool. The general list facilitates precise segmentation, selective export, and the application of mass changes, while the individual record concentrates personalised communications, business relationships, and detailed maintenance of each record.
The golden rule for working safely and effectively is always to follow this order: filter, review, act, and check the result. Adopting this methodology reduces duplication, improves data quality, and guarantees a more reliable and valuable contact history for decision-making.
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