Use the Contact Search to perform Bulk Actions
There are many bulk actions available to take on the Contact Search page to make updating your contact records a more efficient task. This document outlines all of the bulk actions a user can take, as well as if/when an action is restricted. First, you will need to go to the Contacts > Contacts search page, and run a search to see the available actions.
Export Results: Use this action to export the results of your search as a csv.
Export to HubSpot: This action is visible if the HubSpot integration is enabled in your site, and you have the User Permission ‘Contact/Company Export’. Use this action to generate an export of your contacts that can then be imported directly into HubSpot. Different from the normal ‘Export Results’ option, this action will only export fields relevant for HubSpot.
Create Mailing List: To create a contact email list, use the Create Mailing List action. In the popup, you will need to name your list and choose an account to use such as Mail Merge or MailChimp. There is also the choice to associate the list with a marketing campaign. Alternatively, you could add your results to an existing contact list. Once created, these lists can be accessed by going to Contacts > Contact Lists. For more information about mailing lists, see the help center page Creating and Managing Lists.
To create a call list, you need the user permission ‘Create Call Lists’.
Save This Search: If you run a search that you know you will want to reference again, a good option is to Save This Search. Saving a search doesn’t save the results of the search, instead it saves the search parameters entered. In the popup, simply name your search and click save. You can reference saved searches from a number of places throughout the site, including on the contact search page, by going to Contacts > Saved Contact Searches, or by using the quick link icon on the top menu and going to Saved Searches > Contacts.
Update Selected Contacts: If you use the checkboxes on the left side of your search results to select at least one contact, you will see an additional bulk action called Update Selected Contacts. The following actions will bulk update all of the selected contacts. To perform any of these actions, you need the user permission ‘Bulk Contact Changes’.
Enable Client Center Access: Use this action to turn on client center access for all of the contacts selected. If a contact already had client center access, then nothing will update on that contact’s record.
Automated Emails: You can use this action to turn on or turn off automated emails for all of the selected contacts. Subscribing a contact to automated emails means they will receive our system generated emails.
Change Dynamic Attribute: This bulk action lets you edit contact dynamic attributes. In the popup, you will need to choose which attribute to change. Only one attribute can be edited in bulk at a time. Pick the attribute and enter the new value. When you click apply, the attribute will be added to all of the selected contacts.
When updating a multi-select attribute, you have a choice between Replacing Values, and Appending to Existing Values. Replacing is the default behavior, and will remove any existing values for that attribute and replace them with the new value set in the popup. Appending to Existing values means the bulk update will not remove any existing values for that attribute on the contact record. Instead it will add to the values that are already there.
Note
The action will not only add the attribute to contacts that didn’t have the attribute, it will also replace any existing attribute values for contacts that already had the attribute.
Note
Contact dynamic attributes can be managed by going to Settings > System Design & Info > Dynamic Attributes.
Update Permissions: This action lets you set the selected contacts’ client center permissions in bulk. You can pick and choose from artwork permissions, billing, sales, and more. The permissions you choose will be applied to all of the selected contacts, and will override any existing permissions.
Note
The Administration contact client center permissions cannot be edited in bulk. Those will need to be edited manually by going to a contact record, and editing their Client Center Information.
In order to use this action, you need the user permission ‘Bulk Change Contact Permissions’.
Push to HubSpot: If you are taking advantage of our HubSpot integration, you can bulk push your contacts to HubSpot from the contact search page. To bulk push contacts to HubSpot, they must have unique email addresses. Any of the contacts selected will either get new HubSpot records created, or will update an existing HubSpot record. For more information about how our HubSpot integration works, click here.
Activate: The activate action is relevant for inactive contacts. You can use the ‘Include Inactive Contacts’ or ‘Only Include Inactive Contacts’ search criteria to find your inactive contact records in the search results. Then, select the contacts you want to activate, and use this action to re-activate them in bulk.
Deactivate: Use this action to deactivate contacts in bulk. Any primary contacts will not be deactivated by the bulk action.
Add Comp Subscription(s): This bulk action is only available if the subscription module enabled, and allows you to create comp subscriptions for multiple subscribers at a time. In the popup, you’ll be required to choose a few fields, including subscriber(s), medium, and publication(s). Depending on the medium you choose, you may be required to enter additional information such as marketing list. Once you submit this form, an individual subscription will be created for every combination you created in the popup. For example, if you selected three subscribers and two publications, six total comp subscriptions would be created.
Any comp subscription inventory checks will be applied in the popup. You will not be able to create new subscriptions they will exceed the available inventory.
Updated 2/9/2024