Manage Contacts and Segments
Last updated 5 days ago
This guide covers how to work with your contact list and segments once they have been set up. You will learn how to customize your contact table view, filter contacts, take quick actions on individual contacts, archive and restore contacts, and manage your segments from the Segments dashboard.
Before you start
The steps in this guide work best when the following are in place:
At least one contact exists in the system. See the Create a Contact Guide for step-by-step instructions to add contacts.
At least one segment exists to follow the segment management steps.See the Create a Segment Guide for step-by-step instructions to create your first segment.
The contacts page
To open your contact list, navigate to Contacts in the left sidebar. The page shows two tabs at the top: Active displays your current contacts, and Archived displays contacts you have moved off the active list. The main area shows the contact list table.
Understand the contact list table
The contact list table displays all your contacts with their information organized in columns. You can customize which columns appear to focus on the information most relevant to you.
To customize your table columns:
Click the Columns button at the top right of the table.
Toggle columns on or off. The columns available are:
💡 Keep your table uncluttered by displaying only the columns you use regularly. You can always add more columns when needed.
Filter contacts
You can filter your contact list to find specific contacts or groups of contacts that match certain criteria.
To filter contacts:
Navigate to Contacts in the left sidebar.
To search by name or email, enter the contact's name or email address in the search bar at the top of the table.
To filter by conditions, click the funnel icon to the left of the search bar. The filter panel opens. The available filter conditions are:
To save your filtered results as a segment, click Save as Segment at the top right corner of the table after applying your filters. You will be redirected to the Segments dashboard to enter a name and description for the new segment.
✏️ Saving a filtered view as a segment creates a dynamic group. Contacts enter or leave the segment automatically as their records change to meet or stop meeting the conditions you set.
Quick contact actions
You can take action on individual contacts directly from the contact list without opening each contact record.
To access quick actions for a contact:
Locate the contact in the table.
Click the three vertical dots (⋮) under the Actions column.
Select an action from the menu. The actions available are:
⚠️ When triggering event-based workflows manually, the workflow may fail if it depends on event data that will not be available. Proceed with caution when you see this warning in the platform.
Archive and restore contacts
Archiving removes a contact from your active list without deleting them permanently. You can restore an archived contact at any time.
Archive a contact
To archive a contact:
Click the three vertical dots (⋮) under the Actions column for the contact you want to archive.
Select Archive Contact from the dropdown menu.
In the confirmation popup, click Continue to archive the contact, or click Cancel to stop.
✏️ Archived contacts move to the Archived tab at the top of the contacts page and can be restored at any time.
Restore an archived contact
To restore an archived contact:
Click the Archived tab at the top of the contacts page.
Locate the contact in the archived list.
Click the three vertical dots (⋮) under the Actions column.
Select Restore Contact.
The contact returns to your active contact list immediately.
Manage segments
Segments help you organize contacts into groups based on shared characteristics or behaviors. For detailed instructions on creating a new segment, see the Create a Segment Guide.
To open the Segments dashboard, navigate to Contacts in the left sidebar, then select Segments.
Filter the segment list
As your segment list grows, locating a specific segment by scrolling becomes time-consuming. The search bar at the top of the Segments dashboard lets you search by segment name so you can go directly to the segment you need without scanning the entire list.
Show or hide segment table columns
The Segments dashboard displays a default set of columns, but you may not need all of them at once. Clicking the Columns button lets you choose exactly what information appears on screen, so you can keep the table focused on what matters to you.
To customize the segment table columns:
Click the Columns button at the top right of the table.
Toggle columns on or off. The columns available are:
Hiding columns you do not regularly use keeps the table easy to scan and reduces visual clutter.
Quick segment actions
You can take action on individual segments directly from the Segments dashboard without opening each segment.
To access quick actions for a segment:
Locate the segment in the table.
Click the three dots (⋮) under the Actions column.
Select an action from the menu. The actions available are:
💡 Use the duplicate function to create similar segments without building from scratch. Duplicate an existing segment and adjust the conditions rather than setting up a new one from the beginning.
Related articles
Now that you know how to manage contacts and segments, check these related articles to make the most out of this feature.
Create an SMS broadcast: Learn how to use a segment as the recipient list for a one-to-many SMS message sent to multiple contacts at once.
Contacts in Subflow: Understand what a contact record contains and how contact data connects to segments, workflows, and messaging.