How do I limit the number of contacts in my list?
You may find that you need to limit the number of contact records displayed in a table, whether to send a large calltime list (1000+) to the app or to segment out a broadcast email. The function of limiting the number of contacts within a filtered table begins with selecting the ... between Add Filter and Clear All options
From the dropdown, choose your preferred set of contacts (1st through 10th), and in the numerical field, enter the quantity you want to limit the list to. Next, you'll want to make sure the list appears in a Default or Custom format. Select Limit Contacts to complete.
- Default: Ordering the records by date created
- Custom: Specify an order for the records by the below options
- Ranking Asc/Ranking Dsc (order the contacts by their rank- note rank is assigned by the committee- more info)
- Ask Amount Asc/Ask Amount Dsc (order the contacts by their ask amount- note ask amount is assigned by the committee, more info)
- First Name Asc/First Name Dsc (order the contacts alphabetically by first name)
- Last Name Asc/Last Name Dsc (order the contacts alphabetically by last name)
- Street Address Asc/Street Address Dsc (order the contacts numerically & alphabetically by the primary street address)
- City Asc/Dsc (order the contacts alphabetically by the primary address city)
- State Asc/State Dsc (order the contacts alphabetically by the primary address state)
Creating Multiple Lists with the Limit Contacts Feature
To create multiple calltime lists from a single query, select your preferred set (1st through 10th) and specify the quantity for each. Save your calltime list or List, then continue selecting alternative sets and saving until you've exhausted the search and created all your preferred lists.
Splitting a Calltime List into Multiple Calltime Lists for Multiple Callers
For calltime list purposes, if you have a record yielding a filtered search of 1000+ contacts, for example, and you want to individually send/assign calltime lists to staff or volunteers - this is your solution. In the example screenshot below, we filtered for:
- contacts who have the contact code 2020 donor or NY recent donor contact code
- contacts who are not on any calltime list
- added a Filter Contact option of 30 contacts sorted by Default
Your next step is to build/send a calltime list saved as a Shared Custom setting for Volunteer A, for example. Next, refresh your browser* and build/send a calltime list saved as a Shared Custom setting for Volunteer B. Continue on with this flow for all volunteers needed. *By refreshing your browser, you will see 30 new contacts to send over to a calltime list.
Splitting an Email List into Subsets
If you have upgraded to our Comms Center for email and want to limit your total email list into smaller subsets you can use the limit contact feature. For example, if you have a saved List of 20,000 contacts and you're looking to send an email broadcast message to only 4,000 each day this week, here's how you'll accomplish your goal:
From your saved List in the CRM, add Limit Contacts with 4,000 contacts by either Default or Custom options. Update your saved List and go to the Email Broadcast tab to build your audience and send your first email of the week.
The next day, go to your saved List in the CRM with the added Limit Contact of 4,000 contacts and add an Email Broadcast filter for those contacts who have not received the specific email broadcast that you sent the previous date. Save List to update.
Next, go through the flow again for sending a broadcast email. You can either build the email broadcast or duplicate the message from the previous day if you choose. Then continue each day until all 20,000 have received an email broadcast.