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Martin Cogburn


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    Contact Management Overview

    About the Contacts Collection

    Applies to: All ONTRAPORT accounts.

    The Contacts collection is a database of your contacts. It’s also the first screen you see when you log into your account. Once at the Contacts collection, you can view, sort, and take action on your contacts, create new contacts, and manage groups of contacts. The Contacts collection is where you will do most of your contact management activities.

    Contacts collection

    Where is the Contacts Collection?

    To get to the contacts collection, click on Contacts in the navigation bar.

    contacts in sidebar

    Customize the Display of Your Contacts

    Resize Columns

    Hover just to the left of the column heading, then click and drag the < > symbol to resize the column.

    change column width

    Add New Column Headings

    Customize the fields that are displayed by clicking the + Add Column button in the upper right-hand corner.

    add column link

    Popular columns to add:

    • Bulk Email Status (to see who can receive your email)
    • Date Modified (to see the last contact added / edited in your collection)
    • Date Added (to see your newest Contacts)

    Sorting the Contacts display

    Sort your Contacts by clicking on the column headings. Click the heading again to reverse the sort order.

    Set the number of Contacts per page

    Change the number of contacts that display on a page at the bottom of the page. This setting will remain in place until changed again. Also note the status bar indicates the page that you are currently viewing.

    Contacts configuration bar

    Search Your Contacts

    Search looks at the columns displayed to find the values you enter. To search for multiple search terms separate them by a comma. Entering "Paris, London" in the search bar when the City field is one of the column headings will show all Contacts with either Paris or London in the City field.

    Create a filtered/segmented list of contacts (groups)

    Click the Group dropdown list to create a new Group, or load an manage any existing Groups.

    Contacts main menu bar at top


    To search for a value in your contact’s database that is displayed in one of the column headings click in the search bar, enter your query, and press the Enter key.

    How Contacts are Added To Your Database

    There are 5 ways contacts can be added to your database and they are:

    • Via import
    • Via form (ONTRAforms or form blocks on ONTRApages)
    • By adding them manually using the New Contact button
    • Via SMS
    • Via API

    What You Can See in a Contact's Record

    When you click on a contact’s name, you’ll see their contact details. This is where all the personal & up to date information you have for this contact is stored, as well as all their marketing information such as the Campaigns and Tags that are attached to them.

    The contact details area comes with certain default sections and fields in it. You’re also able to add additional fields and sections to store customized company, contact, or business info beyond the fields provided by default. These fields are populated automatically when a person fills out a form with corresponding fields in it, but you can also come in and populate any of the fields manually as well.

    Edit and Delete Contact Information

    Open the Contact Record by clicking on the name in the first column. You can edit the data in almost every field in the contact record simply by clicking on the field name or the data in the field. After you’ve made all the changes that you’d like to make, click the Save button to the right of the field and your data will be stored.

    To delete a contact record, navigate to your Contact collection. Place a checkmark in the box next to the contact record and select delete from the group action bar.

    Notable Sections of the Contact Record

    Automation Log

    Found in tab: Contact Information

    This has a record of every change made to the Contact Record by the system or by one of your logged in users. Search this section to see when a Campaign was added, when a field was updated or manually added by a member of your team, etc. Any action affecting the Contact Record not done by the Contact is recorded here.

    Contact Log

    Found in tab: Contact Information

    This has a record of each interaction that the contact has taken including visits to landing pages or tracked web pages on your website, forms they’ve filled out, postcards, SMS and emails you’ve sent to them, and emails you’ve received from them if IMAP settings are enabled. You can click the individual logged items to see more details on each one, including the number of times, and when a given email was opened and clicked. You can also add columns to the Contact Log list view such as Campaign, Legacy Sequence or Message details to see where a particular interaction came from.


    Found in tab: Notes And Tasks

    This section is used for jotting down information on the fly that doesn’t fit in any given field. If you have a form on your website on which you’re using the notes field for people to fill out, this is where the data will show up. Also, the notes you take down from phone calls logged, and from tasks will go here.

    Task Manager

    Found in tab: Notes And Tasks

    This is where any tasks for a contact can be found. Once you’ve finished with a task, you can click the green check mark to mark it complete, and it will disappear if you’ve got the Hide Completed tasks box checked. You can also manage tasks for all your contacts on the same screen in the tasks collection.

    Purchase History

    Found in tab: Purchases

    This section is where any purchases you log for a contact shows up.

    Partner Data

    Found in tab: Referral Info

    This section displays your contact's partner information including which partner program they're a member of, who referred them, and the sales they've accrued. The fields in this section can be edited.

    Website Subscribers

    Found in tab: Memberships

    This is where you can add/view the Wordpress membership status of your contacts as well as edit their membership status and credentials.

    Perform Actions on Your Contacts

    Selection of contacts

    Select individual Contacts by hovering over the first column and checking the selection box. To select All in Group or All on Page, hover over the Multi Select Icon and select All In Group, All on Page, or Deselect All.

    Select ALL on page

    Once you've selected either an individual contact, a page of contacts, or an entire group of contacts, the top navigation bar will reveal the actions you can perform.


    Available Actions

    • Email: Send a stored or new email to the selected contacts.
    • SMS: Send a new or stored SMS message to the selected contacts.
    • Task (Pro level or higher): Create a Task using the selected contacts.
    • Tags: Add Tags to or remove Tags from the selected contacts.
    • Campaigns: Add the selected contacts to one or more campaigns, or remove the selected contacts from one or more campaigns.
    • Sequences (Pro level of higher): Add the selected contacts to one or more sequences, or remove the selected contacts from one or more sequences.
    • Facebook: Add to Facebook Custom Audience (appears only if Custom Audiences has been configured)
    • Postcard: Send a Postcard to the selected contacts (US addresses only).
    • Double Opt-In: Send the selected contacts the default double opt in email.
    • Change Field: Change the value of a Contact Record field for the selected contacts.
    • Export: Export the selected contacts (a CSV file is created you can download to your computer).
    • Delete: Permanently delete the selected contacts.


    Q. Where can I get more information and ask specific questions about managing contacts?

    A. The ONTRAPORT Community Q&A Forum provides answers from our Certified Consultants and other members of our user community.

    Q. Can I create a Group of random contacts for split testing?

    A. Yes, you can use the Contact ID field and set the criteria that the Contact ID ends with "0" to create a Group representing about 10% of your total Contacts. Adding additional numbers using OR will increase the size of the group.

    Q. I noticed the export file is saved in Contacts > Settings > Exported Lists. How long are they kept?

    A. ONTRAPORT will keep your export file for 60 days, and then discard it.

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    • Avatar
      John A Kuzora

      Can you export contact information to excel?


    • Avatar
      Frank Hagan

      Hi John  - You can select the contacts to export and then select Export from the Actions drawer:

      Actions drawer


      The export will be in CSV format, which Excel can open. We recommend you save the file to disk then follow these steps to import the data into Excel if you have accented characters, telephone numbers in international format, etc. This process eliminates Excel modifying your data:

      • Open Excel
      • Import the data using Data > Import External Data > Import Data
      • Select the file type of ‘csv’ and browse to your file
      • In the import wizard change the File_Origin to "65001 UTF" (or choose correct language character identifier)
      • Change the Delimiter to comma
      • Set each column with long phone numbers in international format, zip codes, etc., to "Text" 
      • Select where to import to and Finish

      ONTRAPORT keeps your export file in Contacts > Settings > Exported Lists for 60 days, and then discards them. Remember to archive the list on your local computer if you want to save it longer than that. 

      Edited by Frank Hagan