In this article:
The following article describes how to find, view, report and export contacts and organisations in Arlo.
- Overview
- The contact selector
- The organisation selector
- Search for a contact
- View a contact's records
- Track a contact's last contacted date
- View registration counts and attendance for each contact
- Search for an organisation
- View an organisation's record
- View managed organisations
- Referred by report
- Export contacts
- Export organisations
Overview
Arlo allows you to search, find, report and export contact and organisation data. You can utilize Arlo's powerful filters and advanced conditions to get exactly the data you need. View a contact or organisations record, track a contacts activity completion on events, and even run reports on an Organisations spend.
The contact selector
The contact selector is used to search for and select a contact, e.g. selecting a contact for an order to be billed to. The following information describes how to use the contact selector effectively.
- Start typing the name of the contact. The results of the search will appear as you type.
- Click on the name of the contact you would like to select. If the contact does not appear in the search results, click +New to create a new record.
- Once you have selected the contact's name it will appear in the box and be underlined. An underlined name means that Arlo has found an existing record.
Notes: - You can include partial spelling. For example, searching on "Fel Merring" would find "Felicity Merrington"
- You can search by a contact code e.g. searching "123" would find a contact if their contact code was "123"
- Double-click the contact's name to open and edit the contact record.
- When there is only one contact that matches your search (e.g. you type "Felicity M" and only "Felicity Merrington" is found), Arlo will automatically select the contact for you.
The organisation selector
The organisation selector is used to search for and select an organisation, e.g. selecting an organisation for an order to be billed to. The following information describes how to use the organisation selector effectively.
- Start typing the name of the organisation. The results of the search will appear as you type.
- Click on the name of the organisation you would like to select. If the organisation does not appear in the search results, click New organisation... to create a new record.
- Once you have selected the organisation, the name will appear in the box and be underlined. An underlined name means that Arlo has found an existing record.
Notes: - You can include partial spelling. For example, searching on "Lea" would find "Learning Hub"
- You can search by an organisation code. E.g. searching "123" would find an organisation code if their record was "123"
- Double-click the organisation's name to open and edit the organisation record.
- When there is only one organisation that matches your search (e.g. you type "Design" and only "DesignQ" is found), Arlo will automatically select the organisation for you.
Search for a contact
- From the main menu select Contacts.
Note: You can also use the Quick (Global) Search to find a contact.
Text filter
- Enter a search term into the search box.
Note: You can search for a contact first and last names, and email address.
Search suggestions
- As you enter your search, search suggestions will be displayed in the menu. Select one of these to be taken directly to the contact.
Search filters
- Refine your search by selecting one of the search filters (Name, Organisation, Code or Account Manager). Your search will then be narrowed to only include matches on the search filter field selected.
List filters
- You can narrow your search results by applying a list filter.
- Click the drop-down arrow to the right of the search box to display the available list filters.
Arlo allows you to generate a list of contacts based on a specific set of criteria using a range of filters. For example, a list of contacts who have completed a certain course, but have yet to complete another course. Or contacts from a specific city or region.
- Apply a filter to the contacts list
- Apply an advanced filter
- Advanced filter examples
- Create a prospect list for a campaign
Apply a filter to the contacts list
- From the main menu select Contacts.
- Press the Filter drop-down in the search bar.
- Select the filter you would like to apply. Once applied, the list of contacts will be updated and only the contacts that meet the criteria of the filter will be displayed.
- You can apply multiple filters to the list by repeating this process.
- To export the list, press Export and select the information you would like to export from the menu, e.g. Export all contact information (CSV).
Apply an advanced filter
The Advanced filters option allows you to create and add filters which include multiple conditions.
- From the main menu select Contacts.
- Press the Filter drop-down in the search bar.
- Press Advanced.
- Enter your advanced filter query.
- Press Apply Advanced Filter.
- View contacts who have given their consent to receive newsletters.
- View contacts who are from (postal address city is) "Auckland" or "Sydney".
- View contacts whose position (job title) includes the words "Sales" or "Account", e.g. Sales Managers and Account Managers.
- View presenters who are qualified in "Javascript".
Create a prospect list for a campaign
Read how to add contacts as prospects to a campaign.
View a contact's record
Arlo allows you to easily find and view a contact's record providing you with a holistic view of their training activity including registrations for events and online activities, orders, contact details, notes and tasks.
- Open the Contacts menu.
Note: You can also use the Quick (Global) Search to find a contact.
- Search for the contact you are looking for.
Hint: Learn more about the different ways to search for a contact. - From the contact page, you can view and manage the contact details.
Example: Information displayed on a contact page
Track a contact's last contacted date
The following section outlines how to store a record of the date you last contacted customers (contacts) and how to report on this date.
Note: This is not automated, and the field needs to be filled in manually.
Record last contacted date
- Search for the contact.
- Open the contact.
- Press Edit.
- Select the Marketing tab from the vertical menu.
- Enter the last contacted date.
- Press Save.
Report on last contacted date
You can use the last contacted date in three ways:
- Export all contact information to view a list of your contacts with the last contacted date column.
- View recently contacted contacts (and those who have not been contacted)
- From the main menu, select Contacts.
- Select Recently contacted.
- When adding a prospect to campaigns, you can also filter on last contacted date ranges.
View registration counts and attendance for each contact
The following instructions describe how to produce a list of contacts which includes their number of current and completed and cancelled registrations.
- Select Contacts.
- Select Registration count.
Hint: To export the data, press Export and select the format you would like the data exported in.
Viewing a contact's event attendance
You can also see the attendance status of each contact's completed events.
- From the main menu select Contacts.
- Search for your contact using filters, or the search bar.
- Click on the contact's name.
- A list of completed events, including attendance status will be displayed in the contact's record.
Search for an organisation
- From the main menu select Contacts and click Organisations.
Note: You can also use the Quick (Global) Search to find an organisation.
Text filter
- Enter a search term into the search box and press Enter.
Note: You can search for an organisation name, account manager, and key contact.
Search suggestions
- As you enter your search, search suggestions will be displayed in the menu. Click the suggestion to be taken directly to the organisation.
Search filters
- Refine your search by selecting one of the search filters (Name, Code, Key Contact, or City). Your search will then be narrowed to only include matches on the search filter field selected.
List filters
- You can narrow your search results by applying a list filter.
- Click the drop-down arrow to the right of the search box to display the available list filters.
View an organisation's record
Arlo allows you to easily find and view an organisation's record providing you with a holistic view of the organisation, including who the staff are at the organisation, who the account manager and key contact(s) are, and any other field information that is available for that organisation.
- Open the Organisations menu.
Note: You can also use the Quick (Global) Search to find an organisation.
- Search for the organisation you are looking for.
Hint: Learn more about the different ways to search for an organisation. - From the organisation page, you can view and manage the organisation details.
Example: Information displayed on an organisation page
View managed organisations
The following instructions describe how to view organisations that have an account manager, and organisations that you're an account manager for.
Learn how to add/edit an organisation's account manager.
View managed organisations
- From the Contacts menu, select Organisations.
- Click Managed organisations.
View organisations you manage
- From the Contacts menu, select Organisations.
- Click My organisations.
Referred by report
Arlo allows you to record how a person found out about your organisation by storing this information in the Referred by field on a contact. You can also add the field to your website registration process for people to complete when they register for an event.
Manage 'Referred by' options
- The following link will take you to the setting in your platform to update the options in the referred by drop-down box.
https://<Platform Name>.arlo.co/management/settings/lookuplist.aspx?id=16
Note: In this link - replace the <PlatformName> with your platform name. This can be found in the URL of your management platform.
Edit 'Referred by' on a contact
- Open the contact you would like to edit.
- Press Edit from the toolbar.
- Select Marketing from the vertical tabs.
- Select one of the Referred by options.
- Press Save.
Add 'Referred by' option to your website registration form
Read how to add fields to your website registration forms.
Export a list of contacts filtered by 'Referred by' field
- From the main menu select Contacts.
- Select Contacts tab.
- Press Filters and select Referred by...
- Select the options you would like to filter on.
- Press Apply referred by filters. The list of contacts will be updated so that only contacts that match your filter will be displayed.
- Press Export and select Export all contact information from the menu to download the list of contacts.
Export contact list with 'Referred by' field
- Select Contacts from the main menu.
- Press Export and select Export all contact information or Export marketing information from the menu.
Export contacts
The following process describes how to export your contact records to a spreadsheet (CSV format).
Note: You can also export data using Arlo reports.
- Select Contacts from the main menu.
- If you would like to filter the list of contacts, press Filters and select the filter you would like to apply from the menu.
- Press Export and select the information you would like to export from the menu, e.g. 'Export all contact information' (CSV).
Export organisations
The following process describes how to export organisation records to a spreadsheet (CSV format).
Note: You can also export data using Arlo reports.
- Select Organisations from the main menu.
- If you would like to filter the list of organisations, press Filters and select the filter you would like to apply.
- Press Export and select the information you would like to export.