Im 1Tool you can perform different operations on multiple specific contacts or contacts in a contact group at the same time. First you have to search for your selected contacts or go to the overview of the respective contact group (can also be a subgroup of a contact group).
contact search
Under the Contacts menu item, click Contact Search. In the quick search that now appears, type your search term so that all corresponding contacts are listed.
You can also perform actions on contacts in the contact group. To do this, click Contact Group under Contacts and select the desired contact group or subgroup. Click Overview to view all contacts in the corresponding group.
A list of all relevant contacts will now be displayed. Scroll down to the “Edit” and click the arrow icon in the upper right corner to open it.
In order to be able to perform actions on specific contacts, you must first mark them. Select all the contacts you want by placing a check mark. As soon as you select multiple contacts, the checkbox “Take action on marked contacts” is activated. You can also see the exact number of marked contacts in brackets.
In the “Edit” section you will find several options.
CONTACTS
Within the tab “Constituent Units Contact” you can export your selected contacts to an Excel list, delete them, create a new task for the contacts or write a new comment for the contacts.
CONTACT GROUPS
Under the tab “Contact groups” you can add your marked contacts to new contact groups. There are two ways to do this. First, type the names of your desired group into the empty field. You can also specify multiple groups.
1.) Add
Here, your marked contacts are added to the selected contact groups. If these contacts have already been assigned to other contact groups, they will also remain. Example: Your contacts belong to the contact group “Customers”. Now assign them to the group “Customers”. The contacts are now present in both contact groups.
2.) Replace
By selecting “Replace”, your contacts are assigned to the newly selected contact group. However, contacts are deleted from existing groups. Example: Your contacts are no longer in the “Employees” group, but only in the new “Customers” group.
DISTRIBUTION LISTS
About the rider “distribution lists” assign your marked contacts to a new distribution list. To do this, select your corresponding list from the drop-down menu. Then click on “Add” or “Remove”.
1.) Add
Even if the contact has already been assigned to a distribution list, this remains in addition to the newly selected list.
2.) Remove
The old distribution list is deleted from the contact while the new selected list is added to the contact.
Under the tab “Mail” you have the option to send an email to your marked contacts. As soon as you click on the “Send email” button, a drop-down menu appears with your already stored email templates (you can find out how to create a template here). Select your template here. You then have the option of sending a test mail to yourself or sending the message directly to your marked contacts. Using the placeholders defined in the templates, you can now address your contacts using a personal form of address.
RESPONSIBLE EMPLOYEE
In the area "Responsible employee” you can assign your marked contacts to a responsible person. Here, too, you have two options.
1.) Add
If your contacts already have an assignee, the new assignee will be added while the old assignee remains as well.
2.) Remove
The stored responsible employee is deleted from your contacts and replaced by the newly selected responsible person.
SALES OPPORTUNITIES
Under the tab “Opportunities” you can create a new sales opportunity for your marked contacts. To do this, you must fill in all the necessary fields as usual and then click on the “Create” button below.
PRESS
You can find under the tab “Print” to print a label for your marked contacts. You can find more detailed instructions on how to print labels here.
Under the tab “PDF” you have the option to create a document for several contacts with a click of the mouse. After you click the button “new document”, a window will open where you can select one of the previously saved PDF templates (e.g. invoice template, quotation template, etc.). To learn how to create document templates, read here. Salutation, contact details, etc. are personalized using the placeholders defined in the template.
ORDERS
Under the tab “Orders” you can generate new orders for your marked contacts. The exact procedure for placing an order can be found here.