Outcome
You can find the right canonical person, save a reusable filter, merge confirmed duplicates, and distinguish archiving from deletion.
Navigation path
CRM > Contacts > People
Access
Active CREBuilder subscription with CRM entitlement
On this page
Before you start
Data, sources, and access to prepare
- CRM access
- Permission to read the contacts you expect to find
Read the People list
Useful list signals
| Field | Requirement | What it means | Format | Units | Save behavior | Downstream effect |
|---|---|---|---|---|---|---|
| Person and email | Required | Canonical identity used to prevent duplicate people | Name plus normalized email address | Not applicable | No direct entry in the People list. Edit the contact workspace and complete its save action. | Normalized email is the primary identity key used for duplicate prevention. |
| Company | Optional | Linked firm or retained loose company name | Selected company or plain-text company name | Not applicable | No direct entry in the People list. Save the company relationship from the contact workspace. | Supports company filtering, organization, and company rollups. |
| Source | Calculated | How the contact first or most relevantly entered CRM | Not applicable | Not applicable | No direct entry. The display updates automatically from the contact’s recorded creation, capture, or import source. | Provides acquisition context but does not establish consent by itself. |
| Engagement | Calculated | Automatic score from qualifying prospect activity, separate from manual temperature | Not applicable | Not applicable | No direct entry. The signal recalculates automatically when qualifying contact engagement and activity change. | The default People list uses the current signal to emphasize hotter contacts. |
| Fit | Calculated | Property match context from active requirements | Not applicable | Not applicable | No direct entry. Fit recalculates automatically from saved active requirements and eligible property data. | Explains property relevance but does not grant email permission. |
| Last seen and activity | Calculated | Recent engagement timing and volume | Not applicable | Not applicable | No direct entry. The values recalculate automatically when qualifying contact activity is recorded. | Helps prioritize a human review using current engagement recency and volume. |
Required means the field is needed to complete or support this workflow. Some screens allow a draft to save before every required item is complete. The steps and troubleshooting call out controls the product actively blocks.
Filter and save a working view
- 1
Search for a person or firm
CRM > Contacts > People
Enter a name, email, or company in Search.
Expected result: The list narrows to permitted matching contacts.
If this does not happen: If no results appear, clear filters and search the exact email before creating a new person.
- 2
Apply segmentation filters
People > Filters
Select the criteria that define the intended segment: interested property type, relationship type, temperature, tags, property requirements, or company.
Expected result: Filter chips and the result count reflect the selected criteria.
If this does not happen: If the result is unexpectedly empty, remove filters one at a time. A true empty state differs from filtered no results.
- 3
Name the saved view
People > Saved views > Name
Enter a distinct name for the current view.
Expected result: The view can be identified in the saved-view list.
If this does not happen: Use a name that distinguishes its purpose and scope.
- 4
Choose saved-view availability
People > Saved views > Availability
Select private or team-shared availability.
Expected result: The saved view stores the filter query with the selected availability.
If this does not happen: A shared view never widens a teammate’s role scope.
- 5
Reopen a saved view
People > Saved views
Select the saved name.
Expected result: The query is restored against current data, not a frozen list of rows.
If this does not happen: If results changed, review current record values. Saved views do not preserve historical membership.
- 6
Verify restored filters
People > active filter chips
Compare the restored filters with the saved-view definition.
Expected result: The active query is safe to use for record actions.
If this does not happen: Reapply the intended view if a filter is missing.
Saved views are not access grants
A private or team-shared saved view stores query parameters. It cannot expose a record the viewer is not authorized to read.
Use high-impact contact actions safely
| Action | What happens | Verification |
|---|---|---|
| Merge duplicates | The selected keeper receives supported activities, deals, tasks, signatures, and tags. The duplicate is archived. | Open the keeper and confirm the combined timeline and relationships. |
| Export CSV | Exports the permitted contact set with spreadsheet-injection protection. | Open the downloaded file and confirm scope and row count before sharing. |
| Archive | Removes the contact from active views while retaining CRM history. | Search active contacts to confirm removal, then retain the record link in any audit note. |
- 1
Inspect possible duplicates
People > Merge duplicates
Compare exact emails, names, companies, and timelines before choosing a keeper.
Expected result: Only genuinely duplicate identities are selected.
If this does not happen: If identities are uncertain, cancel and add a note instead of merging.
- 2
Select the canonical keeper
Merge duplicates dialog
Select the person record that should remain canonical.
Expected result: The dialog identifies the keeper and duplicate.
If this does not happen: Cancel if either identity is uncertain.
- 3
Confirm the merge
Merge duplicates dialog > Confirm
Select Confirm.
Expected result: Related supported records move to the keeper and the duplicate leaves active lists.
If this does not happen: If an expected relationship is absent, stop further cleanup and report the specific record IDs to support.
- 4
Apply the export scope
People > scope and Filters
Set the required scope and filters.
Expected result: The visible result count represents the intended permitted export.
If this does not happen: Narrow the query if the count is broader than intended.
- 5
Download the contact CSV
People > Export
Select Export.
Expected result: The browser downloads the current permitted export.
If this does not happen: If the export is broader than intended, delete the local copy securely before trying again.
- 6
Review archive impact
Contact workspace > Archive confirmation
Read the complete confirmation.
Expected result: The historical retention and active-list removal are understood.
If this does not happen: Cancel if the person should remain in active work.
- 7
Archive the contact
Contact workspace > Archive confirmation
Select Archive.
Expected result: The contact is retained historically but removed from active People results.
If this does not happen: Do not promise that a future import will revive the record. Import currently preserves archived state.
Resolve list and record problems
No contacts appear
Likely cause: The CRM may be empty, filters may exclude all rows, or the request may have failed.
- Read the empty-state message.
- Clear every filter and saved view.
- Select Retry if an error is present.
- Confirm role scope before importing.
A duplicate merge is unavailable
Likely cause: You may lack mutation rights on one record or no qualifying duplicate pair exists.
- Check ownership for both contacts.
- Ask an authorized owner to perform the merge.
- Never alter emails just to force a merge.
An archived person reappeared after manual Add Contact or Add Lead
Likely cause: Manual creation can reuse and explicitly unarchive the same canonical email.
- Open the existing canonical record.
- Review why it was archived.
- Archive it again only if renewed activity should not return it to active work.
Final verification
- People > scope and Filters: The visible result count represents the intended permitted export.
- People > Export: The browser downloads the current permitted export.
- Contact workspace > Archive confirmation: The historical retention and active-list removal are understood.
- Contact workspace > Archive confirmation: The contact is retained historically but removed from active People results.
- No blocking warning, failed status, or unresolved validation message remains in the completed workflow.