RB User Guide > Entities > Contacts

Searching contacts

Find contacts directly in your RB database using various search criteria. Before entering a contact into the database, check to see if it is already there. See if there are duplicate entries with slightly different names that you can merge together. View financial and job trends of an individual contact.

  1. Set search criteria

    1. Entities > Contacts
    2. In the Search By pane, no specific filter is required, but you must use at least one of the search filters:
      • Name
        Full Name is default. Enter part of a contact’s name. If search returns too many results, select First Name in the drop-down to search by contact’s given name or Last Name to search by surname/family name.
      • Firm Name
        Click lookup button to select a firm in the Lookup Firm popup. See Looking up firms.
      • Contact Type

        Click lookup button to select one or more categories of contacts in the Lookup Contact Type popup. See Lookup panel. Contact types are set up in Lists > Contacts.

      • Email

        Enter part of the contact’s email address.

      • Client Of

        Click lookup button to restrict search to contacts who are designated as clients of a specific resource in the Lookup Resource popup. See Looking up resources.

      • Sales Rep

        Click lookup button to restrict search to contacts who are commissionable to a specific sales representative in the Lookup Resource popup. See Looking up resources.

      • Tag

        Enter text or click drop-down button to select an existing tag to restrict search to contacts tagged with a specific term. Tags are set up in Lists > Contacts.

      • Caller ID

        Enter the contact’s 10-digit phone number.

      • Show Active Only

        Default is Yes. Leave as the default if you only want to see contacts that you have designated as Active (see Entering general contact information). If you want to see all contacts, click to select No.

      • Contact No.

        Enter the entire contact number assigned by RB.

  2. View results

    1. Click search button. All contacts who fit the search criteria appear in the results pane.
    2. Click the hyperlinked Full Name of the contact in the results pane to view details.
      • To update the contact
        Click Edit in the View Contact window. See Updating contacts.
      • To create a new contacts for same firm
        Click More > Copy & New in the View Contact/Edit Contact window. To add contacts, see Adding contacts to RB.
      • To view the contact’s financial & job trends
        Click Account Overview in the View Contact/Edit Contact window. See Viewing entity activity.
      • To merge contacts
        See Merging data.
TIP: Set up the results grid to work for you

The Contacts’ results grid layout is customizable. You can hide or show any column, rearrange the column order, stretch or shrink column widths, designate which column to sort results by in ascending or descending order, and choose which columns you want to always be visible when scrolling through the results. You can save your custom grid layout or return to the default layout. See Customizing grids.

NOTE: Finding contacts on the fly

You can look up contacts in any RB function with a Contact field. See Looking up contacts.

Reference
Step-by-step instructions