How To: Search for or View Customer by Email Address or Telephone Number
Table Of Contents
Khaos Control provides several ways to search for customers and suppliers using their email address or telephone number.
Depending on the information available, you can search from:
- [ CRM Manager | Contacts ] - Search by email address, telephone number or mobile number.
- [ Email Manager | List ] - Search by email address for contacts that have received or are waiting to receive emails.
- [ List Manager | List ] - Search and view contact information from an existing marketing or contact list.
Search Using CRM Manager
The Contacts tab in CRM Manager displays customer and supplier contact information, including email addresses, telephone numbers and mobile numbers.
This is usually the quickest way to find a company or contact when you only have part of a telephone number or email address.
Steps
- Open a CRM Manager screen using (show me how).
- Open the [ Contacts ] tab.
- Enter all or part of the telephone number, mobile number or email address into the appropriate filter field.Examples:
- Enter 01476 to display contacts with Grantham-based telephone numbers.
- Enter @hotmail.com to display contacts using Hotmail email addresses.
- Turn the traffic light filter green to activate the search.
- Matching contacts will be displayed in the grid.
Search Using Email Manager
Use Email Manager when you need to find customers or suppliers based on email addresses that have previously been used in system-generated emails.
Note: The contact must have either:
- Received an email from Khaos Control, or
- Have a pending email awaiting delivery.
Steps
- Open an Email Manager screen using (show me how).
- Tick Display Sent Emails if you want to include previously sent emails in the search.
- Adjust the date range if required.
- Click Go.
- Click the Additional Filters button located next to the date range fields.
- Enter either:
- A full email address, or
- Part of an email address.
- If searching by part of an email address, use a wildcard.Example:
- %@hotmail.com returns all Hotmail email addresses.
- Turn the traffic light filter green to activate the search.
- Click Go again to display the results.
Search Using List Manager
List Manager allows you to view email addresses and telephone numbers contained within an existing contact list.
Prerequisite: A list must already exist within List Manager. For more information, see The List Manager.
Steps
- Open a List Manager screen using (show me how).
- Open the List tab.
- Select the folder containing the list you want to view.
- Apply any required filters, such as:
- Data Protection preferences
- Contact type
- Email address type
- Click Go.
- The matching records will be displayed, including email addresses and telephone numbers.
Which Search Method Should I Use?
| Search Requirement | Recommended Tool |
|---|---|
| Find a customer using a phone number | CRM Manager Contacts |
| Find a customer using part of an email address | CRM Manager Contacts |
| Find contacts from previously sent emails | Email Manager |
| Search contacts within a specific marketing list | List Manager |
Tips
- Partial searches can be used to locate groups of contacts that share the same area code or email domain.
- Using filters can significantly reduce the number of results returned.
- CRM Manager is generally the best option when searching by telephone number.