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How to search and filter contacts

In Contacts › Smart Lists, type at least 3 characters of a name, email or phone number in the search bar, or click Advanced Filters to pick a field, a condition and a value. You can also sort and choose which columns to show.

Updated on

Before you start

  • You need access to Contacts.
  • To change which fields search looks in, you must be an admin.
Where to find it

Contacts › Smart Lists › Advanced Filters

Step by step

Search for a contact

  1. In the left menu, click Contacts and open the Smart Lists tab.
  2. In the Search Contacts bar, type at least 3 characters of the name, email or phone number.
  3. Click the contact in the results to open their record.

Filter the list

  1. In Contacts › Smart Lists, click Advanced Filters.
  2. Search for and choose the field to filter by (for example, Tags, Created On, Last Activity, or a custom field).
  3. Choose the operator (for example, "is", "is not", "is empty", "more than", "in the last").
  4. Type or choose the value (for example, the tag "vip-customer" or "30 days").
  5. To combine conditions:
    • Add Nested Filter: the new condition must also be true (AND logic);
    • Add Filter: any one of the conditions can be true (OR logic).
  6. Click Apply. The list now shows only contacts that match.
  7. If you'll use this filter often, save it as a smart list.

Sort and choose columns

  1. Click a column header (or the sort menu) to sort, for example by creation date.
  2. Click Manage Fields to show, hide or drag columns into a different order.
  3. In the bottom-right corner, choose how many contacts to show per page (20, 50 or 100).

Choose which fields search looks in (admins)

  1. Go to Settings › Custom Fields.
  2. In the three-dot menu at the top right, click Edit searchable fields.
  3. Choose the Contacts object and check the fields to include (up to 6). Name, phone and email are always included.
  4. Save and confirm. The change applies to every contact search in the account, for all users.

Tips

  • Use "more than X days ago" on Last Activity to find inactive customers, and "is empty" to find contacts missing a piece of information.
  • In text fields you can use asterisks: abc (starts with), abc (ends with), abc (contains). This doesn't work on names, phone numbers or numeric values.

Common problems

  • Search returns nothing → Type at least 3 characters. For phone numbers, try without spaces and with the country code.
  • The contact exists but isn't in the list → A filter or smart list is applied. Clear the filters and go back to the list of all contacts.
  • Filter results don't make sense → Check whether you used AND (nested filter) when you meant OR (filter), or the other way around.
  • Search can't find a custom field value → Search only looks in searchable fields. Ask an admin to add the field under Edit searchable fields.

Frequently asked questions

Are filters saved?

No, unless you save the filter as a smart list.

Does changing searchable fields affect the whole team?

Yes. It applies to all users and everywhere contacts are searched (conversations, calendars, tasks, opportunities…).

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