Filtering your groups

All the ways you can filter your groups to find the contacts you need
Written by Julia Zasso

With groups, Less Annoying CRM makes it easy to tag and categorize your contacts. Users can have groups for their clients, vendors, personal contacts, marketing lists, and more. LACRM has simple reporting to help you find contacts based on the groups in which they are (or aren’t) tagged. In this post, we’ll go over all of the ways you can filter your groups to find just the contacts you need:

Note: Not sure what groups are? Check out this video and this written tutorial to help give you a strong base in what groups are. Then, come back to this tutorial to learn more about filtering and reporting.

How to find contacts in a group

Just hover your mouse over the Find a Contact button, and click on any of the group names to see all of the contacts and companies in that group!

Filter for a group in Less Annoying CRM!

Click on any of the group names to jump to the records in that group.

How to find contacts that are tagged in any of several groups

Sometimes, you want to find contacts that are in any of several groups. For example, let’s say you’re starting a new marketing campaign, so you want to pull up any contact in any of your marketing groups. On the Find a Contact page, click “Filter by group”. Check off any group whose contacts you want to see, then hit “Apply Filter”.

See the contacts in several groups at once!

See the contacts in several groups at once!

Note: This filtering method would show you contacts in the Newsletter Subscribers group OR the SMS Campaign Recipients group OR the Snail Mail Recipients group. For example, if Jane Doe is tagged in the Newsletter Subscribers group, she would be included in this report, even though she isn’t tagged in the other two groups selected.

How to find contacts that are tagged in multiple groups

This filtering method is for finding contacts that are tagged in multiple groups. For example, let’s say you want to find all of your vendors who have agreed to receive snail mail from you, so you want to find contacts who are in your Vendor group AND your Snail Mail Recipients group.

First, hover your mouse over the Find a Contact button, and click on one of the groups you want to filter by. Next, hit “Filter by group”, and check off one more group that you want to filter by, and hit “Apply Filter”. Now, you’ll see all the contacts who are in the first group you filtered for AND the second group you filtered for.

See contacts that are tagged in multiple groups!

See contacts that are tagged in multiple groups!

Note: this filtering method would show you contacts in the Vendors group AND the Snail Mail Recipients group. For example, if Jane Doe is tagged in only the Vendors group and not the Snail Mail Recipients group, she would not show up in this report, because she is not tagged in both groups.

How to find contacts that aren’t in any groups

If you like having all of your contacts organized in groups, you may want to check your CRM for records that aren’t tagged in any groups. On the Find a Contact page, hit “Filter by group”, then select “Contacts/companies that are not in any group” under the filtering options. When you hit “Apply Filter”, you’ll see all of the records that aren’t tagged in any of your groups.

Find contacts that aren't in any group!

Find contacts that aren't in any of your groups!

How to find contacts that aren’t in a specific group

While LACRM does not have a filter for finding contacts who aren’t tagged in a specific group, there is a workaround method. You can add all of the contacts in your CRM to a group, then remove the contacts in the specific group from the new group you’ve created. You’ll be left with just the contacts that are not in that specific group. In this tutorial, let’s say that you are trying to find all of the contacts that are not in your Newsletter Subscribers group.

1. Add all of the contacts in your CRM to a new group. On the Find a Contact page, hit “Select All” in the upper lefthand corner (make sure all of the contacts in your CRM are selected, not just the first 500). In the pop up at the bottom of the screen, select “Add to a group”. Create a new group, and call it something like “Contacts that are not in the Newsletter Subscribers group”.

Create a new group of all of your CRM contacts

2. Remove the contacts from the specific group from your new group. Hover your mouse over the Find a Contact page button, and select the Newsletter Subscriber’s group (or whichever group in which you are looking to find contacts that aren’t tagged). Hit “Select All” again in the upper leftthand corner, but this time select “Remove from a group” in the actions menu at the bottom of the page. Select your “Contacts that are not in the Newsletter Subscribers” group.

Remove contacts from your specific group from your new group.

3. View the contacts in your new group. The next page you see should show you all of the records that are not in the Newsletter Subscribers group (which are now in the group, “Contacts that are not in the Newsletter Subscribers group”).

View contacts that aren't in your specific group

I hope these tutorials help you make the most of your groups and find just the contacts you are looking for! If you have any questions, or you want tips for pulling a specific report, don’t hesitate to contact us

Posted on Jun 18, 2019
Filed under CRM Tips and Tutorials, Groups
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