Creating a Filtered List

Please select your PoliteMail version: PoliteMail 4.9 | PoliteMail 5.0 or PoliteMail online

PoliteMail 5.0/PoliteMail online

What are Filters?

Filters are a search parameters that are used to generate a list of contacts. By using Filters, you can quickly create and manage groups of contacts. For example, you could create a list of contacts that are grouped by manager. Or, you could create a list of contacts that are grouped by location. Filters use Custom Fields to generate lists.

How to Set Filters using Custom Fields

First you will need to create and set Custom Fields. PoliteMail provides users with an unlimited number of Custom Fields.

Navigate to POLITEMAIL> Account > Custom Fields

custom_fields.png

Click on the Custom Field you want to edit to open the editing window.

edit_custom_field.png

You can type in the name for your new Column, as well as decide whether it should be shown in the default view, able to be segmented for reports, and made editable by ticking the boxes. Once you’ve finished Editing, click Save.

custom_field_edit_window.png

You now have your Custom Field ready to use.

In order to have specific Custom Fields display as options for filtering, you must tick the "Show" box.

search_custom_field.png

Click here to learn more about Custom Fields.

Creating a Filtered List

Within the POLITEMAIL tab, click on the Lists icon.

To create a new list using a filter, select the “New” drop-down and then select “Filtered List”.

new_filtered_list.png

From here you'll be able to name your list. From the Field pull-down menu, choose your Custom Field you want to filter by. You'll then be asked to enter the values to filter on.

In the following example, the custom fields of Timezone and Manager are selected. The resulting Filtered List will only contain contacts who are BOTH managed by Joe Smith and are in the Eastern Standard Time (EST). The Contact Count will automatically update based on your selected fields.

filtered_list_with_custom_fields.png

When you are done, simply select the save button and a new Contact List will be generated using the filter that you just created.

Syncing Your Filters

If you want to ensure that all of your contact lists are using up to date contacts based on your filters, use the sync button from the Lists page. This will force the filters to update the contact lists using the most recent contact information.

sync_lists.png


PoliteMail 4.9

What is a Filter?

Filters are a search parameters that are used to generate a list of contacts. By using Filters, you can quickly create and manage groups of contacts. For example, you could create a list of contacts that are grouped by manager. Or, you could create a list of contacts that are grouped by location. Filters use Custom Fields to generate lists.

How to Set Filters using Custom Fields

PoliteMail provides users with 20 Custom Fields (unlimited Custom Fields PoliteMail version 4.94+).

Navigate to PoliteMail >Settings> Custom Fields

custom_fields.PNG

Click on the Custom Field you want to add and click Edit.

custom_field_edit1.PNG

You can type in the name for your new Column, as well as decide whether it should be shown in the default view, able to be segmented for reports, made editable, and what sequence order it should be displayed in by ticking the boxes. Once you’ve finished Editing, click Update.

custom_field_edit2.PNG

You now have your Custom Field ready to use.

In order to have specific Custom Fields display as options for filtering, you must check the "Show" column.

Click here to learn more about Custom Fields.

Creating a Filtered List

Within the PoliteMail tab, click on the Lists icon.

lists.png

To create a new Contact List using a filter, select the “New” drop-down and then select “Filtered List”.

filtered_lists.png

From here you'll be able to name your list and provide a description. Under the "Filter by Custom Field Values" title you'll see all the custom fields you have created. Prior to creating the filtered list, I checked the "Show" box next to the Manager, Region, and Timezone Custom Fields. Check which ones you'd like to create the list from. In this example, I want to make a list of contacts who are managed by Joe Smith and are in the Eastern Time Zone.

filtered_lists_dialouge_box2.png

At the bottom of the page you are able to view how many contacts will be selected after the filter is created.

When you are done, simply select the save button and a new Contact List will be generated using the filter that you just created.

Syncing Your Filters

If you want to ensure that all of your contact lists are using up to date contacts based on your filters, use the sync button from the Lists page. This will force the filters to update the contact lists using the most recent contact information.

sync_button.png