Contact Listing Report

Introduction

This report shows contact records that were 1) initiated by specific people and 2) within a specific data range. The data in this report can be sorted in one of two ways:

  • Sorted by the company that initiated the contact and then by the specific person who initiated the contact. At the bottom is a bar chart that shows the number of contacts per company.
  • Sorted by the specific person who initiated the contact and then by the initiating company. At the bottom is a bar chart that shows the number of contacts per person.

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Running the Report

  1. Click on the Reports menu and Run a Report.
  2. Click to expand the Contact Reports.

  1. Click on Contact Listing.

This will open a window where you define parameters for the report.

After you click OK to run the report, you can refresh the report page at any time to go back to the parameters window, and make changes.

At the top of the report, be sure to look at the paging controls (see screenshot below). If the button on the right (next page) is available then there is more data.

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Parameters

After you define these parameters, scroll to the bottom, and click OK to go into the report.

The Start of Range and End of Range allow you to define where the list of included users should start and end.

In the example below, if you click Start of Range and choose "Atlasakorb," and then click End of Range and choose "Atlaswarren," you would need to click Add Range to create the range. The report would then include any contact records that were initiated by everyone from Atlasakorb down to Atlaswarren.

Available Values: Instead of choosing a range at the top, you can select specific people under the left (Available Values) and add them to the right side (Selected Values).

Click on a person and then click the right arrow to add them to the list of Selected Values.

In this example, if you wanted to quickly select, Atlasakorb and AtlasKeenan, hold the Ctrl key, click each person, and then click the right arrow to add both of them.

Other options:

  • To add everyone, click the double arrows.
  • To remove someone from the list on the right, select their name, and click Remove.
  • To remove everyone from the left on the right, click Remove All.

Recap: The top and middle sections of the parameters window allow you to choose the people who should appear in this report. You either choose a consecutive list of people using the top section of the parameters window or you jump around the list and manually select people using the middle section of the parameters window.

Enter Start Date and Enter End Date: This date range determines what period of time should be reflected in the report. Contact records will appear if their contact date falls within this date range.

How would you like this report sorted?

  • By Company: This will sort the report by company name. Underneath the company, you will see each person who initiated contact on behalf of that company.
  • By User: This will sort the report by user name (the user that initiated contact). Underneath the user, you will see the company/companies that have contact records initiated by that user.

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Breakdown of Report

Sorting by Company

If sorting by company, the report will be broken down by the name of each company and company ID.

Underneath the company name is a list of contact records. Each record will have four columns:

  • Contactee: The name of each contactee (the person who initiated the contact).
  • Contact Date: The date on the contact record (when the contact took place)
  • Contact Type: The contact type that was selected when the contact record was created.
  • Subject: The subject of the contact record.

The next row will contain the description. In the example above: "Follow up about membership."

At the bottom, a bar chart will show the number of contacts per company.

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Sorting by User

If sorting by user, the report will be broken down by the name of each user.

Underneath the user name is a list of contact records. Each record will have five columns:

  • Profile ID: The profile ID number.
  • Name: The name of each profile (the company from whom this contact originated).
  • Contact Date: The date on the contact record (when the contact took place)
  • Contact Type: The contact type that was selected when the contact record was created.
  • Subject: The subject of the contact record.

The next row will contain the description. In the example above: "Follow up about membership."

At the bottom, a bar chart will show the number of contacts per user.

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Exporting

In the top left corner is a button to print which allows you to export this report to PDF.

Once exported to PDF, you can view and print the PDF.

Also in the top left corner is a button to export to other formats.

The other available formats include:

  • Crystal Reports (RPT)
  • PDF
  • Microsoft Excel
  • Microsoft Word
  • Rich Text Format
  • Character Separated Values (CSV)
  • XML

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