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Frank Hagan
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    Card View Quick Reference

    About Card View Quick Reference

    Applies to: All ONTRAPORT accounts.

    This quick reference guide describes how to do individual tasks with Card View. For a complete overview of Card View and a quick tutorial please see our Card View for Contacts and Custom Objects article.

    Card View Components

    The following sections discuss the various Card View components.

    What is a Card

    A Card is a Contact Record represented in three to five fields you select in Card View Settings. The Cards are arranged in columns in the Contacts Collection. Double clicking the Card opens up the Contact Record for editing. (ONTRAPORT Pro and above accounts have Custom Object collections that have Cards as well).

    A mini card in Card View

    Card View Column Settings

    The Card View Column Settings dialog is opened in Card View by clicking the gear icon in the header. The settings are:

    • Select a field to display as columns (select or create a new dropdown field that contains the names of each of your stages.)
    • Sort cards by (select to sort the cards in each column manually, or have them sorted by a Contact Record field such as "Last Name", "Spent", or "Last Activity" date.)
    • Card Settings - Full Card or Mini Card (full cards show five fields from the Contact Record. Mini cards show three fields.)
    • Select fields to display on cards (Choose the Contact Record fields you want displayed on the Cards. Adding a field with a value, such as "Spent", will display the total spent for all the contacts in that column at the top.)
    • Select a color field (Adding a Color Field provides a graphical representation on each card - see the Color Field sections below).

    Click the gear icon to open the card view column settings dialog

     

    Card View Header Bar

    The icons in the header bar in Card View are:

    • Search (magnifying glass icon)
    • Refresh data (circular arrow with exclamation point if data needs to be refreshed)
    • Pin this Page (push pin icon)
    • Edit the drop down field used for this view (pencil icon)
    • Display or Edit the Card View Settings dialog (gear icon)

    An exclamation point will appear in the circular refresh arrow when data should be refreshed

    Card View Edit Columns

    Click the pencil icon to edit the drop down field used in that view. You can add, delete, change or re-arrange the values in the drop down field to modify the columns in Card View.

    Note: Deleting a value in the dropdown field will move all the Contacts with that value (i.e, in that column) to the "Uncategorized" column.

    Column Headers

    Hover over the column header to display options.

    • Move Column (click and drag the two rows of vertical dots to move the column on the page)
    • Add New Contact (click the plus sign to add a brand new Contact Record to this column)
    • Select All Contact or Minimize Column
      • Select All Contacts allows you to select all the Contacts in that column and perform any Group action on them (sending an Email, updating a field, or adding a Tag).
      • Minimize Column collapses the column to allow more columns to be viewed on the screen.

    hovering over the column header exposes these functions

     

    Live Update Notification

    The circular arrow in the header will indicate the data needs to be refreshed with an exclamation point. Click the arrow to refresh the data.

    An exclamation point will appear in the circular refresh arrow when data should be refreshed

    Interacting with Card View

    The following sections describe how to accomplish tasks in Card View.

    Adding or editing columns

    You add or edit columns by adding or changing the values in the drop down field. Click the pencil icon in the header bar to display the field and it's values.

    Changing the name of a value changes the name of the column it represents. The change is propagated to other places where the value might be used, such as in Campaign elements.

    Note: Deleting a value in the dropdown field will move all the Contacts with that value (i.e, in that column) to the "Uncategorized" column.

    Adding new cards

    Contacts are added to the columns based on the value of the dropdown field in their Contact Record. All of the contacts in the Group you display in Card View are shown; if a contact does not have a value in that dropdown field they are in the "Uncategorized" column.

    You can add a brand new Contact Record by hovering over the column and clicking the plus sign. This is for manual entry of brand new Contact Records only, and not to add an existing contact that is not the Group. For existing contacts you should edit their Contact Record so they are displayed in the Group.

    Note: Adding a Contact Record in a column for a contact that already exists will result in a duplicate contact being created.

    Dragging one or more cards into another column

    Hover over a Card to expose the checkbox. Select it and drag the Card into another column. To drag multiple Cards hover over each one and select the checkbox, then move any one of the checked Cards into a new column. The number of Cards you are moving will be displayed on the Card as you move it.

    select and drag multiple cards to a new column

    Filtering cards in columns by color

    When you add a Color Field to the Card View Column Settings a new "Display:" drop down appears in the header bar. You can select to display only the Contact Cards matching one of the values in the Color Field. In this example our "Deal Rotting" Color Field has three values, "Rotten" (red) for Contacts with a Last Activity date of more than 90 days ago, "Wilting" (orange) for contacts with a Last Activity date of between 8 and 89 days, and "Fresh" (green) for contacts with a Last Activity date in the last 7 days. Selecting any of these values shows you the Cards in that color in all of the columns.

    the new display dropdown in the header bar allows filter by the Color Field

    Refresh Data

    The circular arrow in the header will indicate the data needs to be refreshed with an exclamation point. Click the arrow to refresh the data.

    An exclamation point will appear in the circular refresh arrow when data should be refreshed

    Minimizing and maximizing a column

    Hover over the column and click the Menu icon (the vertical three dots). Click "Minimize". To expand the column again click the Maximize Column button.

    minimize or maximize the columns

    Permissions

    If you don't have permission to view a Group you will not be able to see a Card View of that Group. If you are able to view a Group, and you view it in Card View, when you return to the Group later it will display in Card View.

    Reordering Cards

    If the Card View Column Settings have the Sort cards by: dropdown set to Manual you can drag and drop the Cards anywhere you like. This can be helpful for your team members who like to manually move promising prospects to the top of the columns.

    You can change the Sort cards by: dropdown to nearly any field in the Contact Record like "Last Name" or "Spent". Click the gear icon to display the Card View Column Settings dialog.

    Change the Dropdown Field Used for Card View

    Click the gear icon in the header to display the Card View Column Settings. The top dropdown, Select a field to display as columns, allows you to select or create a new dropdown field to use for Card View.

    Change the Order of the Columns

    You can hover over the header of a column to expose the move icon. Or, click the pencil icon in the header bar and move the fields up or down in the dropdown field.

    columns have header commands including a move icon

     

    Remove a Dropdown Field Value

    Click the pencil icon in the header bar to edit the dropdown field values. If you edit the name of the field the change will propagate throughout ONTRAPORT. If you delete the field value all the contacts currently in that column will move to the "Uncategorized" column.

    edit the drop down field values

    Add a New Dropdown Field Value

    Click the pencil icon in the header bar and click the + Add button to add fields.

    Prioritize VIP Contacts in Each Column

    The Color Field can be used to prioritize contacts by Score (lead score), by Last Activity date, or by manually setting the colors in the dropdown field. If you create a Color Field with three values, "VIP", "Purchasers", and "Prospects" you can then use the "Display" dropdown in the header bar to show only contacts with one of the fields. Here we have the dropdown showing our "Deal Rotting" Color Field values that are updated based on "Last Activity" date:

    Display only one value from the Color Field in Card View

    Sort Each Column Automatically

    Sort the columns automatically by virtually any field by setting the Sort cards by: field in Card View Column Settings (click the pencil icon to reach this dialog box). System fields that work well include "Spent" (the total amount the contact has spent with you), "Last Activity Date"

    Display Card View

    Click on the Card View icon (it shows columns and is highlighted here).

    Card view icons

    Display Table View

    Click on the Table View icon (it shows horizontal lines and is not highlighted here).

    Card view icons

    Sort Each Column by Lead Score

    Click the gear icon in the header to display the Card View Settings dialog. Click the Sort cards by: dropdown box and select the Score field. Click Descending to have the highest lead score at the top of the column.

    To sort by lead score select the score field in the sort cards by dropdown

    Convert Tags to Drop Down Values

    Use a Campaign with Conditions to check for a Tag, then assign the dropdown value that corresponds to that Tag. Check out our article on Converting to Card View for a video and sample Campaign. 

    For on-going processes, where an external application is updating Contact Records via the API or Zapier, you can create a Campaign with Triggers to update the field values when the Tags are added:

    Campaign to convert added Tags to dropdown values

    Moving a Card to a New Column

    Two options: Click and drag the card to a new column. ONTRAPORT will change the value in the dropdown field to match the new position of the card. Or, open the Contact Record and change the value of the dropdown field in that record. ONTRAPORT will move the card into that column in Card View.

    Moving Multiple Cards to a New Column

    Hover over the card to expose the checkbox and select it. Do this with all contact cards you want to move. Click and drag one of the selected cards to the new column. When you drop the card on the column the rest of the selected cards will follow and appear in that column.

    select and drag multiple cards to a new column

    What Are Color Fields

    Color Fields are a special ONTRAPORT field that can be used to provide visual indicators on the Contact Cards for segmentation or prioritization. In this image you see two immediate uses of the Color Field when specified in the Card View Column Settings dialog. There is a color bar added to the Contact Cards and a new "Display" dropdown in the header bar allowing you to select only one color to view on the screen.

    color fields provide visual indications on cards and sorting by the color field

    Add a Color Field to Card View

    Click the gear icon in the header bar to expose the Card View Column Settings dialog. At the bottom use the dropdown to select an existing or create a new Color Field.  

    the color field drop down is at the bottom of the card view column settings dialog

    Color Fields are also dropdown fields, so they are very similar to the dropdown field used to create the columns in Card View. They provide a second way to segment or prioritize your contacts in Card View that is not dependent on the sales stages or other steps the columns represent.

    Change the Color Field for a Contact

    You can manually update the Color Field value in the Contact Record, or you can set the Color Field value in a Campaign by using the Update Contact element to automate changing the field.

    Filtering by Color Field

    Click the "Display:" drop down in the header bar. Select a color value. Cards in each column with that color will be displayed. See more on this example in this section.

    the new display dropdown in the header bar allows filter by the Color Field

    A Color Field Usecases

    Most Engaged Contacts: Create a Color Field with three values, Hot (red), Tepid (yellow) and Cold (blue) and use a Campaign to update the field value based on the Last Activity date field. 

    update the color field based on Last Activity date

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