Common Work Arounds

There may be some things in Contactually that you wish were actual features. Creativity from our users have allowed us to come up with a list of work arounds you can employ to get the solution you want.

In this post you will walk through workarounds for the following situations:

Storing Documents

Contactually does not have any storage of documents. However, if you have documents listed somewhere on the cloud you can connect it to a contact’s record. You can do this by utilizing the website field in a contact record.

    • Search for a contact in the white search bar at the top of your account.
    • Click on their name to bring up their profile record.
    • Select the link under the Documents section.
    • From here, you can either browse your computer for the document, or connect to any of the listed databases to port the document directly into Contactually.
advanced1
  • Once the file is selected, it will be automatically be added to the contact profile.
  • The link will be active and ready for you to click at any time!

Printing mailing labels

Many of our users are in the real estate field and have the need to print mailing labels. While Contactually specifically cannot do that, you can export your contacts into a .CSV. The exported spreadsheet will include contact’s addresses. Once you have this spreadsheet you can import it into the mailing software of your choice. To export your contacts click here.


LinkedIn email addresses

Because of the rules that LinkedIn has set for third party platforms, Contactually is unable to automatically pull in contact infromation from LinkedIn profiles. A work around for this is to export your LinkedIn contacts and then import that spreadsheet into Contactually. When you export your LinkedIn contacts, it will include the contact information Contactually automatically grab.

    • Click here to export your LinkedIn contacts. Make sure the file type is a .CSV. It does not matter what version of .CSV it is in.
    • Once you’ve cleaned up the spreadsheet and removed empty columns, you can import it back into Contactually. To import, click on the Contacts tab at the top to bring you to the contacts page.
    • Click Here to download our guide on how to get your .CSV ready for your first import.
    • Also go ahead and download our Importing Cheatsheet for easy reference going forward here
    • Click on the Import link towards the top right corner of the account.
advanced4
    • Follow the import prompts from there.

Once the data is in the system, it will match up with the names of your contacts. Just make sure you merge your contacts!

Incorporating multiple email signatures

You may have different signatures that correspond with different email address connected to Contactually. While you can only have one default email signature, you can create email templates of email signatures and apply them to messages before you write them.

STEP 1: Create the template

If you’re not familiar with how to create a template, you can read about it here.

      • Keep it a message template.
      • Do not fill out anything in the subject line.
      • Copy and paste the signature of your choice into the body of the message.
      • Uncheck “Include my default signature at the bottom” because you want to use this signature.
      • Click Save.
advanced5advanced5


STEP 2: Send a Follow Up

      • Now click to your Contacts tab.
      • Click on the name of the first person listed to be taken to their profile page.
      • Click the Follow Up button so the follow up module appears.
      • Below the subject line, click the blue link that says “Email Templates”.
      • Choose the email signature template so the signature of your choice populates.
advanced6
      • Once the signature has loaded, write your message and click Send!
advanced7
Make sure to apply the template BEFORE you write your message. If you write your message and then apply the template, your original message will be replaced by the template.
Integrating spouses into 1 record

Sometimes there may be a need to merge two contacts into one record if you are communicating with them as one entity (i.e. husband and wife). Since you can’t link contacts to each other, there are two options you have: to merge the contacts into 1 record or to simply put the information in the profile.

OPTION A: Merge

      • Search for the first contact you want to merge by typing in their names in the search bar at the top of your account.
      • Once you’ve found that person you want to merge, click the white box next to their name to select them.
      • Repeat Steps 1 + 2 for the second person you’d like to merge. Both contacts should be selected now.
      • Then click the Merge in the bottom right. This will merge the profiles into one.
advanced8

You may want to go into that profile and change the first name to list both contacts in the first name field. This way when you send a template with a first name dynamic field it will include both of their names.

advanced9
CAUTION: It is very difficult to un-merge a contact so be 100% sure you want to merge them.

OPTION B: Custom Field

You can create a custom field to notate this contact is connected to another. Here is a refresher on custom fields. Assume there is already a custom field created called “Spouse Name”. If not, create it now.

  • Click Edit at the top right corner of the profile account.
  • In the Spouse Name field, type in the contact’s name.
  • Click Save and you will see that populate on the contact record.

advanced10

That way when you click to a contact’s record, you’ll always see the important information about them, including their significant other’s name.


What’s my next step?

You can streamline your contact managers by connecting many different accounts together.