A clean address book ensures a good overview of your contacts and certainty that your emails arrive; both very important elements when you are responsible for PR. However, cleaning up your address book in Smart.pr can be a time-consuming task. Therefore we have developed a few tools which help to clean up and maintain your address book faster and easier then ever before.
First of all, it is important to know how to clean up your address book. When cleaning up your address book, you have three options for removing contacts:
The first option is delete all. This option permanently removes all contacts in the selected list from your address book. Therefore, it is best to avoid using the delete all option at all times.
Do you only want to remove a specific selection of contacts? First, select the contacts you want to remove from the address book in the middle column, then choose the delete selection option. This will permanently remove only the selected contacts from the address book.
As a third and final option, there is the remove selection from list option. This works almost the same as the second option, but here you specifically select a contact from a particular list, and the contact will only be removed from that list.
Where do I find the filters that help me clean up my address book?
In the middle column in the address book you will find a filter icon next to the search bar. When you click on this icon, a panel will open that displays all the filters that can be used in your address book. The filters to clean up your address book can be found under the "Address book cleanup" header.
If you haven't selected a list in the left column, then the filters will be applied to your complete address book. If you select a list before filtering, then the filters will only be applied to the contacts in that specific list.
What filters can I use to clean up my address book?
Below you can find an overview of the filters that can be used to clean up your address book. Every filter will have a short explanation telling you exactly what can be done with it.
No name - Filter out contacts with no name.
No email address - Filter out contacts that do not have an email address.
Duplicate email address - Filter out contacts who's email address is already used in another contact. This filter can be used for deduplicating contacts.
Unsubscribed email address - Filter out contacts which have unsubscribed for mailings sent from Smart.pr with one or more mail addresses.
With failed mailings - Filter out contacts that failed to receive emails in the past (failed mailings). By selecting a range (in percentage) you can decide by yourself how "strict" the filter will be applied to the contacts. For example: when you install the slider on the values 75% and 100%, only the contacts who have failed to receive more than 75% of the mailings sent to them will be filtered out. Are you looking for failed contacts in a certain period? Select your own time range.
Sort on fail rate
Besides filtering on specific fail rates there's also the possibility to sort your address book on fail rates. By doing this, the contacts that have the highest fail percentage will appear at the top of your address book. This works for both specific lists, and the entire address book.
To sort on fail rate, click on two arrows in the grey bar on top of the middle column. A dropdown menu will show with all the sorting options. Here you can click on "Mailing fail rate 100-0%", and the contacts with the highest fail rate will now show at the top of your address book.
