Tags, Filters & Groups (6)

Use tags to distinguish and group your business contacts. Decide for yourself which tags you want to use for your contacts. For example, make a distinction between certain products or services, categories, a certain status, or customer characteristics. Then give the correct tag(s) to any contact in your CRM. This way, you can search, categorize, and filter your contacts even more efficiently. How do you tag your contacts? When you add or edit a contact in SpinOffice, you will find the tags as a tab on the left side of the Add contact screen. Add new or predefined tags here for this specific contact. It is also possible to add tags directly from the Contact screen: Go to the Contact screen. Find the desired contact for which you want to add tags. You will find the tags widget on the right. Add tags as you want by entering them manually. Or choose previously selected tags from a drop-down list.  All added tags are immediately shown. Go through your contacts to add your tags. You have an unlimited number of tags at your disposal. Manage all tags Go to the main menu and choose option Administration -> Tags.  Here you can add and remove an unlimited number of tags. See an example below. All tags that you have manually used for contacts are also shown in this screen. Important: In the Pro and Enterprise versions, you have access to tag groups. This offers the possibility to create categories and use different colors. Search and filter contacts based on tags: Start the search with a hashtag "#" and then enter the tag. Below is an example where we filter on the tag "hot prospect". Pressing #hot will show the tag. Click on the tag in the search list, and all contacts with the tag "hot prospect" will be filtered and displayed. Create a filter on an existing tag for a contact: First, go to a contact that has the tag you want to filter on. Then click on the 'tag' icon next to the tag shown.  Choose Apply filter. All contact with this tag is filtered and shown. Removing tags You can easily remove the tags from an individual contact:  Click on the 'tag' icon next to the displayed tag  and choose Delete.  Do you want to delete an entire tag?  Go to the menu option Administration -> Tags  and remove the tag itself.  The tag will be removed for all contacts. Watch the following short video where we explain to you how tags work in SpinOffice and what you can do with them.

All your business contacts can be found on the Contact list screen. On this screen, you can perform mass actions by means of filters, including sending a group mailing. Sending group mailings: First, decide your group mailing criteria. This can be based on a contact type, tag, keyword, or any contact field. Then create your filter. These are a few ways to do that.  Click Filter contacts at the top of the screen or choose one of the filter options within the Contact widget on the right. Whichever option you choose, in all cases, SpinOffice will indicate what you want to filter on: If you choose the Filter contacts option, you can create the desired conditions for your selection yourself; for example, "company name is...", or "contact type is...", or "zip code contains...". If you choose a filter option within the Contact widget, all contacts will be filtered with the same value. Apply the desired filter. As an example, we choose the label 'hot prospects' to send a mailing to. All contacts are shown in the place where your contacts normally are. See below. All 12 'hot prospects' are shown: Then click on Mass Actions at the top of the screen: The following options are displayed: Choose the Send group mailing. A new screen will open where you can type a message in the default template. Fill the template with content or choose an existing email template at the bottom. Make sure to enter a subject. That is mandatory. This is also the subject as the recipients see it. At the top, you can change your sender identity, and at the bottom, the option to send the mailing as a private message. Is your template ready to send? Then click Send at the top left. Choose Create concepts or Send. If you choose Create concepts, these can be found in the Concepts folder in your Inbox.

All your business contacts can be found on the Contact list screen. On this screen, you can use filters to perform mass actions such as bulk contact changes and sending group mailings. Both are based on filters. A bulk contact change can be filling in or changing the value of a field, contact type, tag, or keyword for a group of contacts. Or moving values in one field to another field, a tag or keyword. Sending a group mailing is also possible on the basis of a filter. It will be included at the bottom of this support article. Here are the steps for a bulk contact change: Click Filter contacts at the top of the screen, or choose one of the filter options within the contact widget on the right. Whichever option you choose, in all cases, SpinOffice will indicate what you want to filter on: Choose Filter contacts to pick any field in SpinOffice that you want to filter on. You can define the conditions of your choice for your selection; e.g., "company name is...", or "contact type is not...", or "zip code contains...". If you choose a field on the right by clicking on the 'filter' icon, all contacts will be filtered with the same value. Apply the desired filter (for example, by selecting on contact type, info field, tag, or keyword). All contacts are shown in the place where your contacts normally are. See an example below. We have opted for a filter on the tag 'hot prospect'. All 12 hot prospects are shown: Now you can make a bulk contact change. Click on Mass Actions at the top of the screen: The following options are displayed: Choose the desired option: Bulk contact change The following screen appears. Determine what you want to do with the filtered contacts. In our example, the 12 hot prospects. Select a field you want to be filled or changed for your filtered group. Click on "Change" to perform the action. Send group mailing Use this option to send a mailing to this filtered group of contacts. A new screen opens where you can type a message or pick an existing template to send it out to all. Learn here how to do that. Add to favorites This option will disappear soon. It allows you to add the filtered relations to a favorites group. Add a tag to contacts. An easy option is to give an existing tag to all the filtered contacts. Delete contacts Delete all filtered contacts in a snap. Be careful because this option is irreversible. After implementing the desired bulk action, the changes are immediately visible in your database. The ability to create filters and the associated possibility of mass actions are, therefore, extremely powerful features in SpinOffice.

Labels are increasingly becoming the standard in SpinOffice. They work quickly, are easy to manage, and provide a clear overview. Labels are replacing the "characteristics" option in SpinOffice. We recommend transferring not only your characteristics but also your favorite lists to labels. In this article, we explain how to do this easily. Follow these steps: Go to the Contact List screen. Click on Favorites at the top. Select a favorites list and choose Filter favorite group. All contacts within the group will now be displayed as a filtered group in your contact list area. Then, click on "Mass actions" at the top of the screen. Choose the option Add label to contacts. In the text field that appears, type the desired name of the label you want to assign—this can be the same as the existing description of the favorites group. Alternatively, you can choose an existing label from the dropdown list. Click Apply to execute the action. All contacts in the favorites group will now have the desired label. Repeat these steps for all your favorite groups. Once you've completed this, send us a message, and we will deactivate the favorites group feature. Would you like to create labels in advance so you can easily use and assign them? You can! Go to the menu option Admin -> Labels and add an unlimited number of labels. In the Pro version, you also have access to label groups, allowing you to create categories and group labels.

Every prospect has its contact card with relevant contact information and an archive with communication and agreements from the past.  To create a selection, for instance, all your prospects: Go to the field ‘Contact type’ on the card. Click on the field just once. Choose 'Filter on' in the appearing popup. Type ‘Prospect’ and press Enter or ‘Filter contacts’; All prospects are shown in the left column. TIP: create a separate contact type ‘Hot prospects’ or similar to make a distinction between hot and less concrete prospects. Go to menu item Extra -> Administration -> Contact type to add new contact types. A combination of filters is possible. For instance, the contact type field and the Account Manager field, or a combination of a field and keywords below the contact card. This way, you're able to cross-filter domestic or international keywords and prospects, or products/services field and prospects.

Labels are becoming the new standard in SpinOffice. They are fast, easy to manage, and provide a clear overview. Labels are replacing the existing characteristics functionality for contacts. We recommend converting all the characteristics you've been using for your contacts into labels. This guide walks you through the process step by step. Why switch to labels? Labels offer a more modern and flexible way to categorize contacts. They are easy to apply and filter. In the Pro version, you can work with label groups, allowing you to organize labels into categories. Converting characteristics to labels Follow these steps for each characteristic you want to convert into a label: Go to the Contact List screen. On the right-hand side of any contact, click CONTACT INFO. Choose Characteristics. Select the first characteristic you want to convert. Filter based on that characteristic: If the contact has the characteristic checked, choose Filter on selected. If the contact does not have the characteristic checked, choose Filter excluding selected. All contacts with that characteristic will now be shown as a filtered group. At the top of the screen, click Mass actions. Select Add label to contacts. In the pop-up window: Type the name of the new label (for example, reuse the name of the old characteristic). Or choose an existing label from the dropdown list. Click Apply to complete the action. Result: All contacts with the selected characteristic now have the corresponding label. Repeat these steps for each characteristic you want to replace. Creating labels in advance Would you like to create your labels in advance so you can quickly use or apply them later? No problem! Go to Admin > Labels. Add an unlimited number of labels. (Pro version only) You can create label groups to organize labels into categories. Learn more Read more about: Creating and managing labels Using label groups in the Pro version Have questions about using labels? Feel free to contact our support team.