Organize Your Contacts in Salesforce - dummies

Organize Your Contacts in Salesforce

By Tom Wong, Liz Kao, Matt Kaufman

When you have all or a portion of your contacts entered in Salesforce, you can begin to organize them to suit the way you sell.

You can use list views and other tools from the Contacts home page to provide greater focus for you and your sales teams. There is also an important feature of the contact record that lets you build powerful organizational charts (also called org charts) for contacts of an account.

Using contact list views

A contact list view is a list of contacts that match certain criteria. When you select a list view, you’re specifying criteria to limit the results that you get back. The advantage of using a list view versus searching is that you can use the list view over and over again. For example, if you like to send a card on a contact’s birthday, you can benefit from a preset list view for this month’s birthdays.

The Contacts home page comes with several predefined list views, including

  • All Contacts: Provides a list of all the contact records entered into Salesforce. Depending on the way your company has set up your security model, you might not see this view or its results.

  • Birthdays This Month: Generates a list of contacts whose birthdays land in the current month (assuming that you collect that information).

  • New This Week: Generates a list of contacts that have been created since the beginning of the week.

  • Recently Viewed Contacts: Allows you to look at a list of contacts that you’ve recently viewed.

You use a predefined contact list view in exactly the same way that you use an account list view or the predefined list view for any other record.

Creating custom contact views

If you want special lists for the way that you track your contacts, try building custom list views, just like you do for any other record. For example, if you sell medical equipment, and once per month you like to call your contacts who are dentists, you can create a list view to simplify your work.