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Within this article:
Video: Creating Holiday Card and Event Lists
Key Benefits
The ability to export a list of Contacts that is both accurate and up-to-date, can save you many hours of work and helps to ensure you can identify and engage with the right people.
Without your lawyers or accountants needing to update a CRM or maintain a list of their Contacts, you are able to create a live list of your firm's or Partner's Contacts at any point in time and with little effort.
This article will explain how to extract these contacts, which you can then share with partners.
The processing of importing external lists and managing lists from directly within Client Sense is outlined in this video: Creating Holiday Card and Event Lists.
Step-by-Step Guide
🚀 Open Client Sense
1. Click on Reports
2. Click on External Contacts
3. Choose a date range by using the Start and End dates
The default period will be a 90-day range, meaning that this will only include external contact's that have had communication in this period. Increasing this range would increase the number of Contacts you can expect the report to provide.
4. Click Employee to start searching for the relevant Partner, Lawyer or Accountant
Tip: You can select one or more Employees in the one report. When selecting multiple Employees, this acts to produce a list of external Contacts that have had communication with either Employee 1 or Employee 2 within the Period selected.
5. Changing the number of Minimum Sent or Minimum Received
Minimum Sent means how many times the Employee, (Paul in this case), needs to have sent an email to an external contact within the selected Period, for the external contact to appear in the resulting list.
Minimum Received means how many times the Employee, (Paul in this case), needs to have received an email from an external contact within the selected Period, for the external contact to appear in the resulting list.
Tip: Increasing Minimum Sent or Minimum Received will reduce the number of Contacts you can expect in the resulting list.
You can filter the list once it has been exported, based on the number of emails sent or received for any given Contact. We recommend leaving Minimum Sent as 5 and Minimum Received as 1, if unsure.
6. Choose Export All Fields
7. Click Export Results
8. Confirm with Ok
9. Find and open your downloaded file (this may vary between web browsers)
10. Within Excel you will have your exported results
If you had selected Export All Fields, your report will contain all fields relating to each Contact, which includes any Custom Fields you have created.
11. Click Enable Editing within Excel if you would like to make changes to the Excel file, such as deleting columns or changing the sort order of the list.
12. To change the sort order, click the down arrow next to a Column
Tip: Selecting Sort Largest to Smallest from the Sent To Column will place the Contacts Paul has sent the most emails to in the selected period at the top of the list. If you will be sending this list to Paul, it may make it easier for him to view the data in this format.
Exported Columns Explained
The table below lists the standard columns provided within the export, what they mean and how they help.
| Column | What it means | How it helps |
| Organization (or Organisation depending on locale) | The name of the Company (or entity) that the Contact belongs to. *If this is a public email address such as Gmail address, then the name will show as Gmail. | In understanding who the Contact works for or belongs to. |
| Domain | The website or email domain of the Company (or entity) the Contact belongs to. | You may want to visit this website for more information. You can also use the domain when importing a list of Companies back into Client Sense. |
| The email address for the Contact. |
Will be unique to this Contact. Can be used for email marketing, invitations or when importing a list back into Client Sense. |
|
| Prefix* (if configured) | The salutation for the Contact, such as Dr, Ms or Mr. This is only where configured, and it has been collected from the Contact's email signature block. |
In providing additional information. Can be passed through to supported CRM systems via an integration. |
| Display Name | The Contact's name as provided by the Contact or their Organization. This is captured through email header information. |
Provides a name for the Contact in place of just an email address. |
| GoesBy* (if configured) | Can be a nickname or abbreviated name for the Contact, such as 'Bill' rather than 'William'. This is only where configured and it has been collected from the Contact's email signature block. |
In providing additional information. Can be passed through to supported CRM systems via an integration. |
| First Name | The first name for the Contact. As collected from the email header or the Contact's email signature block where available. |
Used to help identify the Contact by name. Can be used to assist with invitations or email marketing. Has the ability to be pushed though into an integrated CRM system. |
| Middle Name* (if configured) | The middle name or middle initial for the Contact. This is only where configured and it has been collected from the Contact's email signature block. |
Used to help identify the Contact by name. Can be used to assist with invitations or email marketing. Has the ability to be pushed though into supported CRM systems. |
| Last Name | The last name or surname for the Contact. As collected from the email header or the Contact's email signature block where available. |
Used to help identify the Contact by name. Can be used to assist with invitations or email marketing. Has the ability to be pushed though into an integrated CRM system. |
| Suffix* (if configured) | The suffix for the Contact, such as Esquire / Esq. This is only where configured and it has been collected from the Contact's email signature block. |
In providing additional information. Can be passed through to supported CRM systems via an integration. |
| Discovered | This lists the date and time that this Contact was first collected by Client Sense. Note that depending on how long Client Sense has been running or how much historical data has been brought in, the Contact may have been known to the firm before this date. |
Can be helpful to determine how long this Contact has been known by the firm, indicating the first time Client Sense detected communication with this Contact. |
| Last Firm Contact | The date and time when this Contact was last seen to have any communication with anyone across the firm. Note, if filters are used by the firm to exclude certain employees, partners or groups, this value will only reflect last communication with anyone in the firm that is not excluded. |
Helps in assessing if the Contact has had recent communication across other areas of the firm. |
| Top 5 Employees | List the 5 people within the firm that have had the most amount of communication with each Contact for the period specified. The order shown indicates the people with most contact starting on the left. |
Helps to appreciate if Paul, for example, has had more communication with a Contact than others across the firm. Note: Paul may not be the one with the most amount of communication, just because the Contact is someone he knows. This can help in understanding the broader relationship the Contact has with others in the firm. |
| Sent To | The number of emails sent from Paul (in this case) to each Contact during the period set. |
Can be used to help determine who Paul is more actively engaged with. Filtering or sorting by this Column can be a very effective way to determine a list of Paul's most active Contacts. |
| Received From | The number of emails sent from the Contact to Paul (in this case) during the set period. |
Filtering or sorting by this Column in isolation can be misleading as it lists external Contacts that are sending to Paul, without him necessarily sending to these Contacts. |
| Do Not Market | When populated with True, it means that the connected CRM or Email Marketing system has this Contact listed as Unsubscribed / Do Not Market. |
This can be useful to identify where a Contact has opted out of email marketing communication, but not mean they are not still engaged with the firm. |
| Title | Displays the Contact's Job Title as most recently captured from the Contact's email signature block. | Useful for context as to who a Contact is or what role they are in. Can be used for segmenting or developing lists. |
| Line1 | Displays Line 1 of a Contact's primary address if captured from the Contact's email signature block. Typically, the street address, such a 'Level 3, 240 Queen Street' | Can assist in understanding the Contact's physical work location. |
| Line2 | Displays Line 2 of a Contact's primary address where applicable and if captured from the Contact's email signature block. | Can assist in understanding the Contact's physical work location. |
|
City |
Displays the City or Suburb of a Contact's primary address if captured from the Contact's email signature block. |
Can assist in understanding the Contact's physical work location to help with segmenting lists or organizing trips and travel itineraries. Some firms have aggregated this data to help identify potential office locations or to help to identify potential recruits within a certain city. |
|
State |
Displays the State, Region or Provenance of a Contact's primary address if captured from the Contact's email signature block. |
Can assist in segmenting by location to target communication and alerts by region. Developing lists or organizing trips and travel itineraries. Can help in identifying referrers or potential clients in a certain region. |
|
Postcode |
Displays the Postcode, ZIP code or area code of a Contact's primary address if captured from the Contact's email signature block. |
Can assist in understanding the Contact's physical work location. |
|
Country |
Displays the Country of a Contact's primary address if captured from the Contact's email signature block. |
Assists in understanding the physical location of a Contact and understanding time zone differences, where applicable. |
| CRM* (the name of your CRM or Email Marketing system if integrated) | Identifies if the Contact is also in the connected CRM system. Depending on the CRM, this can also show the list(s) that the Contact is assigned to. |
Particularly useful if you are looking to identify those Contacts that are not currently in your CRM or Email Marketing system. |
|
Custom Field*(the name of any custom fields you have created) |
This will show the values of any Custom fields that have either been set against the Contact or their parent Company. |
Can be used to show any additional and manually stored data along with any system connected data, such as Industry or Fees from your Financial system or the Industry from HubSpot, if connected. |
Interactive Quick-Guide
Video: Creating Holiday Card and Event Lists