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Why?

What?

How?

Accessing Contact Options

Contact Options Menu

Labels

Mail Merges

Reports

Exports

Custom Exports

Bulk Actions

Send to Orion Planning

Why?

• Utilize Contact Options in Advanced Search to quickly create labels, reports, or export spreadsheets from your search results.
  
  
• Make sweeping changes to many contacts in bulk.
  
  
• Quickly send your selected contact households to Orion Planning.

What?

Contact Options within Advanced Search gives you more out of your search results. After selecting your contact(s), decide if you want to create labels or mail merges for snail mail, create reports or export spreadsheets, make the same change to multiple contacts with bulk actions, or send the contact household data to Orion Planning.

 

How?

NOTE: This article focuses on features within Advanced Search. For information on how to use Advanced Search in general, please see the related article: Advanced Search

 

Accessing Contact Options

• Bring contacts into your Advanced Search results from a simple or advanced search, Quicklist, or Tag Group.
  Related Article: How do I create saved searches (QuickLists) for repeated use in Redtail?
  Related Article: How do I set up Tag Groups in Redtail?
  
  

For contact options to be available, you must select at least one contact from the search results by clicking the checkbox to the left of their name. If you want to select all contacts on your search page, place a check to the left of the "Name" column above your first search result. You may need to select the hyperlink "Select all # contacts" if you have more than 50 contacts on your results. After selecting one or many contacts, the Contact Options menu will be selectable.

 

 

 

Contact Options Menu

 

• Select the "Contact Options" menu to access a dropdown with many different options.
  • Labels
    
    
  • Mail Merges
    
    
  • Reports
    
    
  • Exports
    
    
  • Custom Exports
    
    
  • Bulk Actions
    
    
  • Send to Orion Planning
    
    
• This article will provide general information on these options and links to other articles that go into further details.

 

 

Labels

• There are a large assortment of Label / Envelope choices by default that you apply to merge with your contact records.
  
  
• Select the "Label Merge Template" dropdown menu and choose a label style.

 

 

 

 

• • Blank space next to the Label name - One label for each record selected will be generated.
    
    
  • Family Names - One label for each record selected will be generated but instead of using the contact name, the Family Name will be utilized.
    
    
  • Ordered By Zip - One label for each record selected will be generated, but the output will be grouped by zip code.
    
    
  • Single Sheet - A full sheet of labels will be generated for EACH record selected.
    
    
• After selecting your desired label style, click "Create Labels," and the merge process with your selected records will begin.
  
  
• If you don't find a label that meets your needs, you have the option to create and upload label templates of your own.
  Related Article: How do I create custom labels for use with Redtail?
  
  
• Note that there are several options for envelope printing, each option is formatted for a #10 envelope size.

 

Mail Merges

• Mail Merges are documents that you apply to the selected contact records to create printable letters suitable for snail mail.
  
  
• Mail merge works with your Mail Merge Templates, which are created by you and other database users.
  
  
• If no mail merge templates exist in your database, the "Mail Merge Template" dropdown menu will not contain any.
  Related Article: How do I create and upload a mail merge template in Redtail?
  Related Article: Mail Merge

 

 

Reports

• There are many different types of Reports available here for you to choose from.
  
  
• When selected, the report will download as a PDF file.

 

 

• Birthday Report - Provides a report with contact name, birthday information, primary address, servicing advisor, and contact status.
  
  
• Detail Report - Provides a report with contact information, referred by, marital status, servicing and writing advisor, and client since date.
  
  
• Email Address Report - Provides a report with contact name, contact status, and all selected contacts' email addresses.
  
  
• Interests Report - Provides a report with contact name, contact status, and contact interests.
  
  
• Keywords Report - Provides a report with contact name, contact status, and contact keywords attached to each selected contact.
  
  
• Last Activity Report - Provides a report with contact name, last activity start time, last activity end time, completed date, activity subject, activity type, and activity category.
  
  
• Last Note Report - Provides a report with information on the last note created for the selected contacts.
  
  
• Membership Report - Provides a report with contact name, contact type, linked contact names, and the relationships between the contacts and linked contacts.
  
  
• Phone Number Report - Provides a report with contact name, all selected contacts phone numbers, and contact status.
  
  
• Preferred Contact Card Report - Provides a report with contact name, preferred contact method, and contact information.
  
  
• Primary Contact Card Report - Provides a report with contact name, contact primary address, contact primary phone, and contact primary email.
  
  
• Written Agreements Report - Provides a report with contact name, contact status, signed fee agreement info, signed IPS agreement info, latest ADV offering, last privacy offering, and IMA/WMA date.

 

 

Exports

• There are many different types of Exports available here for you to choose from.
  
  
• When selected, the export will download as a CSV spreadsheet file.

 

• Accounts By Contact - Spreadsheet focusing primarily on contact accounts.
  
  
• Activity By Contact - Spreadsheet focusing on contact activities.
  
  
• BlackDiamond - Spreadsheet focusing on contact data relevant to the BlackDiamond integration.
  Related Article: Advent Black Diamond
  
  
• Default Settings - Spreadsheet focusing on basic contact record data.
  
  
• E-Relationship - Spreadsheet focusing on contact data relevant to the E-Relationship integration.
  Related Article: e-Relationship
  
  
• Email Addresses - Spreadsheet focusing on contact email addresses.
  
  
• Forefield Advisor - Spreadsheet focusing on contact data relevant to the Forefield Advisor integration.
  Related Article: Forefield Advisor
  
  
• Laserapp - Spreadsheet focusing on contact data relevant to the Laserapp integration.
  
  
  
• Memberships - Spreadsheet focusing on contact memberships.
  
  
• Outlook - Spreadsheet focusing on contact record data that syncs to Outlook.
  Related Article: Retriever Cloud for Office 365
  Related Article: How-To and Overview: Suite Sync
  
  
• Phone Numbers - Spreadsheet focusing on all selected contacts' phone numbers.
  
  
• Power Advisor - Spreadsheet focusing on contact accounts with emphasis on goals, brokers, and advisors.
  
  
• Primary Addresses - Spreadsheet focusing on contact primary address info.
  
  
• Send Out Cards - Spreadsheet focusing on contact record data relevant to sending cards out (birthdays, anniversaries, etc.)
  
  
• Stamps.com - Spreadsheet focusing on contact record information used with Stamps.com.
  
  

Custom Exports

• Custom Exports are exportable spreadsheets containing only the relevant information based on templates.
  
  
• Custom exports work with your Custom Export Templates, which you and other database users create.
  
  
• If no custom export templates exist in your database, the "Custom Export Template" dropdown menu will not contain any.
  Related Article: Custom Exporting in Redtail

 

 

Bulk Actions

• Bulk Actions will make the same sweeping change to all selected contacts.
  
  
• There are many different types of Bulk Actions available here for you to choose from.
  
  
• Due to the number of bulk actions available, it is best practice to visit the following article for information and details on each action:
  How to Make Changes in Bulk in Your Database

 

 
 

Send to Orion Planning

• Orion Planning is a feature available to both Redtail Launch and Growth users that sends contact record households to the Orion Planning site to use in tandem with Client Portals.
  Related Article: Orion Client Portal Overview
  
  
• Please note only Heads of Households with email addresses will create records in Orion Planning.