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Using the address filter

  • Updated

Master data > Contacts > Tab Adressenfilter

In the address filter you can filter your contact data based on specific criteria. You can then use the filtered data for serial letter, the newsletter export or campaigns.

The address filter offers you the following functionalities:

Creating a filter template

To create filter templates:

  1. Click on Neuen Filter hinzufügen on the right above the table.

  2. Select the basis you want to filter your master data on in the field Condition for. Click on Add. The basis you have just selected can be either included or excluded from your filter. The following conditions are available:

Filter

Basis

Group

Previously in the system defined groups

Group for contact persons

Group for contact persons

Project

Assigend project

Address field

Address field selection, e.g. town, name, etc.

Products in receipts

Ordered products in receipts

  • Select the following after selection of the relevant condition:

  • Group: Enter the relevant group. Alternatively, you can select one of the existing groups by clicking on the magnifying glass icon.

  • Group for contact persons: Enter the relevant group for contact persons. Alternatively, you can select one of the existing groups by clicking on the magnifying glass icon.

  • Project: Enter the required project. Alternatively, you can select one of the existing projects by clicking on the magnifying glass icon.

  • Address field: Select the required address field from the drop-down in the field Adressfeld: Please note that you can only select certain address fields here. If you select an address field without text (e.g. Marketingsperre - can only be activated/deactivated) you don’t need to enter more information. If you select an address field with text (e.g. town, customer number, etc.) another selection field will be displayed with the following options: ist, enthält, beginnt mit, endet mit - is, contains, starts with, ends with. You can use this selection field to define your address field more clearly.

ist

The address field needs to contain the exact defined search term.

enthält

The address field contains the search term but it must noch be an exact match and the search term can be in any location of the field, that is at the beginning, in the middle or at the end.

beginnt mit

The address field starts with the search term, further terms, letters and numbers can follow.

endet mit

The address field ends with the search term, further terms, letters and numbers can stand before the search term.

  • Enter the required search term into the entry fields on the right hand side.

  • Products in receipts: Select on which receipt the required article should be entered. The following receipts are available: Angebot, Auftrag, Rechnung, Lieferschein oder Gutschrift - offer, sales order, invoice, delivery note or credit note. Select in which context the required search term on the receipt: ist, enthält, starts with, ends with. An explanation of these terms is described above. Enter the required search term into the entry field on the right hand side.

  1. If you want to specifically exclude a condition from your filter template, activate the check box ist nicht (is not).

  2. Activate the check box Auch Ansprechpartner in Trefferliste anzeigen (also show contact persons), which you can find on the top left above the filter criteria, if you want the contact persons to be displayed on the filtered list.

  3. Click the UND (and) or ODER (or) button of the field Hinzufügen (add), if you want to add another filter criteria. When selecting UND all the defined filter criteria must be met, when selecting ODER at least one criterion must be met.

  4. Repeat the steps describes for each filter criterion you want to include or exclude.

  5. Under Action select the option save as new template.

  6. Enter the name of your filter template in the displayed window and click OK.

Your filter template is created.

Editing a filter template

To edit a filter template:

  1. In the template section on the top left select the filter template, that you want to edit, in the field Designation and click load.

  2. Your filter template is displayed. Change your filter criteria as required, delete individual filter criteria by clicking the cross on the right of the filter criterion or add new filter criteria clicking UND or ODER. When selecting UND all the defined filter criteria must be met, when selecting ODER at least one criterion must be met.

  3. When you are finished with modifying your template, under Action select the option overwrite existing template.

  4. The system will ask you whether you want to overwrite the existing template. Click OK.

The edited filter template is saved.

Deleting a filter template

To delete a filter template:

  1. In the template section on the top left select the filter template, that you want to delete, in the field Designation and click load.

  2. Under Action select the option Delete template.

  3. The system will ask you whether you really want to delete the template. Click OK.

The filter template is deleted.

Printing serial letters using the filter template

The prerequisites required for the printing of serial letters as well as how to print them is described in the article Serial letters.

Exporting email addresses for newsletters

To export email addresses for newsletters:

  1. In the area select you can select the template which should form the basis of your export. Click on load. Alternatively you have the option to export all email addresses from your master data. In this case you do not select a template but continue with the next step.

  2. In the area Action select one of the following options:

  • Export emails for newsletters. A csv file with names and email addresses is exported.

  • Export emails for newsletters (UTF-8). A csv file in UTF-8 format with names and email addresses is exported.

  • Export emails including all contact persons for newsletters. A csv file with names, contact persons and email addresses is exported.

  • Export emails including all contact persons for newsletters (UTF-8). A csv file in UTF-8 format with names, contact persons and email addresses is exported.

The export starts automatically when you select an action. You do not need to click on apply now.

You can find the export file in your download folder on your computer. You can forward this file to e.g. an email provider sending out your newsletters for you.

Note

You cannot send newsletters from Xentral.

Note

If umlauts are not displayed correctly in the CSV files, the CSV files can be opened via ISO-8859-1 (Excel format) or directly in Excel.

Exporting contact master data

To export contact master data:

  1. In the area select you can select the template which should form the basis of your export. Click on load. Alternatively you have the option to export all your master data. In this case you do not select a template but continue with the next step.

  2. In the area Action select one of the following options:

  • Export addresses as CSV

  • Export addresses as CSV (UTF-8)

  • Export addresses including all contact persons as CSV

  • Export addresses including all contact persons as CSV (UTF-8)

The following information is always exported:

  • Customer number

  • Supplier number

  • Company/name

  • Contact person

  • Department

  • Subdepartment

  • Email

  • Phone number

  • Fax number

  • Mobile number

  • Street

  • ZIP Code

  • Place

  • Country

  • Project

  • Type

  • Salutation

The export starts automatically when you select an action. You do not need to click on apply now.

You can find the export file in your download folder on your computer.

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