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Searching & Filtering Contacts

Use the search box and filter panel on the Contacts list to find exactly the people you need — by type, supervisor, company, job title, status, and more.

 

Before You Begin

  • Anyone with access to the Contacts list can use search and filters.
  • Filters apply only to the Contacts page you're viewing — they don't change the data, just what's shown on screen.
  • Your filter selections are remembered between visits so you don't have to re-apply them every time.
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Two ways to find contacts

The Contacts page gives you two tools for narrowing the list:

  1. Search — quick keyword search by contact name. Use this when you know who you're looking for.
  2. Filter panel — structured filters by type, supervisor, company, job title, location, and more. Use this when you want to see a group of contacts that share a common attribute.

You can combine both — for example, type a partial name into the search box, then apply a Supervisor filter to see all matching contacts under a specific manager.

Step-by-Step Instructions

Step 1: Open the Contacts list

From the left sidebar, click Contacts.

Step 2: Search by name

  1. Locate the search box in the grid's toolbar (top right).
  2. Type any part of the contact's name. The list narrows as you type.
  3. Clear the search box to show every contact again.

The search matches on the Name column using a "contains" match — so typing "smith" finds both John Smith and Smithsonian Holdings.

Step 3: Open the filter panel

The filter panel sits above the grid. Click any filter chip (for example, Types, Supervisor, Companies, Job Title, Location, Owner, or Status) to expand it.

Step 4: Apply filters

For each filter:

  • Multi-select filters (Types, Supervisor, Companies, Job Title, Location, Owner) — tick one or more options.
  • Status filter — toggle between Active and Not Active.
  • Tags filter — pick the tags you want to match.
  • Document Type filter — narrow to contacts who have specific document types attached.

The list updates instantly as you tick options. The filter chip changes color to show it's active.

Step 5: Combine multiple filters

You can combine filters to drill down further. For example:

  • Filter by Type = Employee + Supervisor = Jane Roberts to see only employees under Jane.
  • Filter by Document Type = CPR Certification + Status = Active to see active staff with a CPR record.

Filters across different categories work together with AND logic (a contact must match all active filters to appear).

Step 6: Clear filters

To remove a single filter, click its chip and untick the options inside.

To clear every active filter at once, click the Clear Filters option in the filter panel toolbar.

Step 7 (optional): Export the filtered list

  1. Use the grid's Export toolbar option to download the currently visible rows as Excel, PDF, or CSV.
  2. The export contains only the filtered subset — exactly what you see on screen.

Tips & Best Practices

  • Save common views as bookmarks. The URL doesn't include filter state, so save your filter combinations as named tabs (the Contacts page supports custom tabs).
  • Filter by Supervisor before sending bulk updates. Quickly see everyone reporting to a manager and message them as a group.
  • Combine filter + search for fuzzy lookups. Filter by Type = Vendor, then search by name to find a vendor without scrolling through every contact.
  • Document Type filter for compliance. Filter contacts by a document type to see who holds (or is missing) a specific certification — much faster than scanning column by column.

Troubleshooting

  • Issue: I see fewer contacts than I expected.
    Solution: Check that no filters are active. Look at the filter chips — colored chips indicate active filters. Click Clear Filters to reset.
  • Issue: Search isn't finding a contact I know exists.
    Solution: The search matches only the Name column. If you're searching by email or phone, use the corresponding filter or sort by that column instead.
  • Issue: Active filters apply to the wrong people.
    Solution: Multi-select filters within a single category use OR logic (any selected value matches). Across categories they use AND logic (all categories must match). If results are too broad, remove options from a single multi-select; if too narrow, remove a category.
  • Issue: The filter panel is missing.
    Solution: Try refreshing the page. The filter panel loads after the grid initializes, so reloading restores it.

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