Contact Information Report

The Contact Information Report provides a list phone, email, or website information. This report can be useful in identifying transactional only emails, do not contact emails, and even the validity of emails.

1. Click Reports in the Navigation Panel
2. Use the Quick Filter  or the Customize Filter  to apply the Contacts category.

   

3.  Select the Contact Information Report.

   

4. (Optional) Select your search filtering criteria.
   • Contact Type: are we looking for individuals or organizations or both? (If you want all records from the database, do not choose a Contact Type.)
   • Phone Type*: what type of phone number are you looking for- cell, home, work, etc.?
   • Email Type*: what type of email address are you looking for: work, personal, etc.?
   • Website Type*: what type of website URL are you looking for: homepage, social site, etc.?

      

     *IMPORTANT!  If you are selecting Phone Type, Email Type, or Website Type, select only one of these options. They report will not generate as expected if you select more than one. If needed, generate the report multiple times with your individual type selections.

      

   • Membership Status: are we looking for a member, a non-member, a dropped member, etc?
   • Membership Type: are we looking for a list of members with a specific membership type?
   • List/Committee: does the contact belong to a particular list/committee?
   • Tags: does the contact contain a specific tag or tags?
   • Directory: does the contact have a listing in a directory or directories?
   • CRM Type: 
     • In CRM: this refers to a full contact record, as most of your members would have. These records display in the Contacts module and are fully searchable and reportable.
     • Not In CRM: when someone registers for an event and does not match to an existing full contact (In CRM) record, the system creates a Not In CRM record (also called an Events Attendees Potential Contacts record). These records will only display in an event or in the Contacts module with either the Events Attendees Potential Contacts filter applied OR the Not in CRM option selected in the Customize Results window. 
   • Address Type: what type of address are we looking for- physical, mailing, etc.?
   • Address Usage: what kind of address usage are we looking for- home, work, etc.?
   • Primary Rep: enabling this option will only display the primary contact for an organization. Leaving this empty will display all contacts.
     For this report, we're going to go ahead and limit our results to only primary contacts, so we will enable this checkbox.
5. (Optional) Enter any Additional Criteria/Filters as needed. Click the small plus  on the left to add additional criteria/filters. We're not going to add any additional filters for this particular report.

   

6. (Optional) Select Display Options. The report is set up with default fields to display; you may add or remove fields by clicking on the Fields to Display drop-down arrow and searching or scrolling for the field you want to include. To add a field to the display options, enable the checkbox to the left of the field name. We're going to leave these alone for this report and make no changes.
7. (Optional) Select Summarize By criteria. This optional field allows you to select how you wish report results grouped. (Summarize options are listed alphabetically in the dropdown, but recently/commonly used selections will "stick" to the top of the list.) For this report, since we're returning several sets of data for each contact, let's group the results by ContactId. (We could also group by Contact Name for similar groupings.)

   

8. Click Run Report.

   

See the following for Common Report Functions:

• Export Reports
• Email Reports
• Add Report Contacts to a List/Committee
• Mailing Labels
• Save a Report as a New Report
• Save a report as a Favorite Report
• Report Filtering Options

Use Cases

• Contact Information Report Example: Identify contacts whose emails are marked as Transactional Only Emails
• Contact Information Report Example: Identify contacts whose emails are marked as Do Not Contact
• Contact Information Report Example: Identify contacts whose emails are marked invalid and the reason
• Contact Information Report Example: Identify contacts whose addresses are marked for Internal Use only