In order to effectively manage contacts, it’s useful to be able to make overviews through queries. You can find a summary of the capabilities below.
The contacts finder is opened by hovering over the Contacts tab in the navigation menu and clicking on “Search Contacts…”.
Searching for Contacts§
In the contacts finder, you can search by typing (part of) the name in the search field (start searching by hitting
ENTER or by clicking on the magnifying glass next to the search field).
If a query yields lots of results, only a limited portion of those results will be displayed simultaneously. If you scroll through the table with query results and the list is long, you will reach a seemingly empty part of the table. When you stop scrolling that part of the table will automatically be filled with contacts.
You can open the contact inspector by double-clicking on a record in the results table or by choosing “Show Info” from the context menu (the menu that is opened by right-clicking on the row).
You can also use specific queries, such as
Please note that it is not necessary to enter the scope
contact; this is implicit in this search box. In addition to the scope
contact you can also search in other scopes, namely
contact link. In that case, you must explicitly enter these scopes.
In the query language chapter you will find a description of the capabilities of specific queries for people, organizations, the links between the two, contact bookings or combinations of all of these.
Filters in the Contacts Finder§
There are two different filters available in the contacts finder with which you can limit the query results: a filter for the contact type and a filter based on the owner of the contact.
The filter for the contact type – people, organizations or links – is handy when you are only interested in seeing certain types of contacts in your query results (for example only organizations and links). This filter is set in the menu on the left side of the search field. By activating or deactivating a contact type, this type will or will not be included in the query results.
The filter based on the owner of the contact can be deactivated by an administrator so it might not appear in your installation. It is to the right of the search field and has the options “My User Group Only” and “All User Groups”. Under the option “My User Group Only”, the query results are limited to the contacts where the owner is a member of your primary user group. Under the option “All User Groups”, the query results are not limited.
Working with the Query Results§
People, organizations and links are all displayed in the query results. You can recognise organizations and links by their specific icons (an office building for organizations and a chain-link for links). People who are a human resource or a user also have a specific icon (an ‘H’ in a green circle for human resources and a silhouette of a person for users).
You can make the links of people and organizations visible by clicking on the triangle in the second column; the links will be displayed in a list in an extra row below.
Query results can be sorted by the column of your choice. Columns can be added, deleted and shifted around. To add or delete multiple columns simultaneously, click on the
+ button in the upper-right of the table. This opens a popover where the visible columns are checked. You can check the columns that you want to add and uncheck the columns that you want to delete. To find a certain field quickly, you can enter its name in the search field; the fields in the list will be limited to those that match your query. Then click on “Apply Changes”.
Frequently used queries can also be saved for future use. The saved queries can be displayed by clicking on “Saved Queries” to the right of the search field. You can add, edit and delete your own queries. The saved queries are personal.
Clicking on a saved query will perform the query immediately.
An administrator can also predefine queries and make them available to users. These users can edit them if desired and save them in their personal saved queries list. See the System Settings Manual.
Managing Contacts in the Contacts Finder§
People and organizations can be created in the contacts finder, and existing contacts can be duplicated and deleted. You do this by opening the context menu on the correct record of the results table.
You can also link a person with an existing organization via the option “Link with Person…” or “Link with Organization…”, depending on whether you selected a person or an organization.