Easily find activity history for ANY contact record
There are numerous posts on the community about how do I find a specific contact, without having to search EVERY list.
This is a valid and extremely useful feature to have, especially as you get into the millions of records!!
I am going to completely side-step the 'whys' and 'why nots' of this not being a feature in the Act-On platform, and go directly to the heart of the matter!
This easy to implement, and very helpful feature hinges entirely on you having a Master List. If you do not have your master list built yet… you should. Not only will it allow you to use this handy trick, but it is inline with marketing best practices, and has numerous benefits that have been discussed on community threads here - like having a one-stop-shop for all of your segmentation needs.
This is not the only way to accomplish this 'global search'. There was a brilliant suggestion by one of our community members to use segmentation to find a specific contact records in your master list.
The problem with that solution or simply opening your master list to search within it is that Act-On does not only search the email column for your record, but it searches every field (cell) of every column of every row in your master list. This can take a LONG LONG TIME!!! (Imagine having 30 columns in your master list, with 100,000 records (I have seen 10-20x BOTH of these numbers multiple times in various accounts) this would be 3 Million fields that Act-On searches for your email address - time consuming!)
The solution is simple - create a master list that is ONLY email address, this reduces your searching to only 1 column for all of your records. (here's ours!)
The steps are straightforward and easy:
- Copy your master list
- Delete all columns, except for your email column (luckily we only have to go through this tedium once!)
Click the drop-down next to your list and select Maintenance > Change List Columns. Then, choose, 'Delete Column' from the drop-down next to each field except for your email column. (Make sure you Save when you are done)
- Now you have your static list of email addresses, but this is only truly useful if it is dynamic! This brings us to our last step.
- Create List Maintenance Program on your 'email only' master list.
I suggest using the 'append and merge' option and the 'remove records' option. This will keep your email only list true with your actual master list. Set this to run daily, and voila! You have a dynamically updating, email only, easily searchable master list with every one of your records in it.
Have a great day and Happy Marketing!
Marketing Operations Strategist, Act-On Software, Inc.