Address Filter – Flexibly Segmenting Address Groups – Xentral help center

The address filter is not an everyday search tool — it is a module for segmentation: you use it to create groups and subgroups from your master data, e.g. for mail merges, newsletter lists, campaigns, or data exports.

Navigation: Sales > Addresses > Address filter

Working with the Address Filter Module (Quick Overview)

Add filter and define conditions (e.g. project, group, address field, item in document).
Combine conditions with AND/OR, optionally exclude using "is not".
Save as template to reuse the selection at any time.
Under Action, start the desired export or print function.

Features (Address Filter Module)

Adding Filters (Address Filter Module)

Select Add filter and choose one of the following condition types:

Filter field

Description

Group

Filters addresses by previously defined address groups (e.g. customers, suppliers, VIP). Use groups to organize target audiences.

Group for contact person

Selects contact persons based on their group assignment (e.g. sales manager, technology). Useful for phone or email lists for specific roles.

Project

Displays addresses assigned to a specific project (e.g. Trade Fair 2024, Onboarding). Ideal for campaigns around events or initiatives.

Address field

Filters specific master data fields such as postal code, city, customer number, or marketing block. Can be fine-tuned using operators.

Item in document

Searches for addresses based on items in documents: quote, order, invoice, delivery note, or credit note. Perfect for follow-up or cross-selling campaigns.

Operators (Address Filter Module)

Next to each operator, the "is not" checkbox is always available — use it to reverse any condition (exclusion).

Operator

Description & Example

Exact match. Example: Project is "STANDARD" → only addresses in project STANDARD.

contains

Value must appear somewhere in the field. Example: City contains "Munich" → also finds "Munich South".

starts with

Value must appear at the start. Example: Postal code starts with "80" → all addresses with 80xxx.

ends with

Value must appear at the end. Example: Email ends with ".com" → all addresses with a .com domain.

is not (checkbox)

Reverses any condition, excludes matches. Example: Project is not "POS" → all except project POS.

Combination logic:

AND → all conditions must match (precise subset).
OR → at least one condition is sufficient (broader set).

Example: Project STANDARD AND Project POS is not → only addresses in STANDARD, but not in POS.

Saving & Reusing Templates (Address Filter Module)

Steps:

Set conditions → Action → Save as new template.
Enter a name (e.g. "STANDARD without POS") → OK.
Later select and load the template in the template area.
Overwrite template updates the existing selection.
Delete template removes it permanently.

Tip: Create templates for recurring selections (newsletter, regions, projects).

Actions & Exports (Address Filter Module)

Once the results list is ready, select the next step under Action.

The most important actions:

Print mail merge – generate mail merges for all results.
Export emails (newsletter) – CSV for newsletter tools.
Export addresses (CSV) – complete address records as CSV.

Important: Xentral does not send mass emails. Use the CSV export with an external mailing tool instead.

Note

Export variants (Action):

The following export options are available in the Action area — each also in UTF-8 variant:

Export emails for newsletter
Export emails for newsletter (UTF-8)
Export emails incl. all contact persons for newsletter
Export emails incl. all contact persons for newsletter (UTF-8)
Export addresses as CSV
Export addresses as CSV (UTF-8)
Export addresses incl. all contact persons as CSV
Export addresses incl. all contact persons as CSV (UTF-8)

Tip: Use UTF-8 for exports to external tools. The standard CSV (Excel/ISO-8859-1) is mainly suitable for direct import into Excel.

Fields in the Export (Address Filter Module)

The "Export addresses as CSV" outputs the following columns:

Hinweis

Customer number, Supplier number, Company/Name, Contact person, Department, Sub-department, Email, Phone number, Fax, Mobile, Street, Postal code, City, Country, Project, Type, Salutation

Sample extract (CSV):

CustomerNumber,SupplierNumber,Company/Name,ContactPerson,Department,SubDepartment,Email,PhoneNumber,Fax,Mobile,Street,PostalCode,City,Country,Project,Type,Salutation
10001,,Sample Corp,Max Sample,Sales,,max@sample.com,089123456,,0176123456,Test Street 1,80331,Munich,DE,STANDARD,Customer,Dear Mr. Sample,
10001,,Sample Corp,Anna Example,Sales,,anna@sample.com,089123456,,0176987654,Test Street 1,80331,Munich,DE,STANDARD,Customer,Dear Ms. Example,
10002,20002,Example Inc,Peter Miller,Technology,Support,peter@example.at,07201234,,0664556677,Main Street 5,4020,Linz,AT,POS,Supplier,Dear Mr. Miller,