Bulk actions
Every table in the CRM has a checkbox on each row. Tick one or more — or the checkbox in the header for the whole page — and a bar appears above the table saying how many are selected, with one action for all of them. The rows on offer are the ones the open view shows, so narrowing to "my leads in Texas" first and ticking the header checkbox acts on exactly those. Each section's bar offers what that record can do; every bar can export the selection and Clear it.
Bulk actions are part of the CRM, included from Starter. On Free every CRM section is shown locked, and no bar is offered. Exporting every contact and lead is on every plan, from the lists and under Settings → Privacy. See What each plan includes.
Exports
Export… on a bar opens the export dialog on the selected rows; the same button in a section's header opens it on the list's current filter or every record. You choose the fields — every standard and custom field — and the format. The file is read from the whole collection on the server, not from the rows the list has loaded, and it checks itself: the server counts the rows before it starts sending, and a download that arrives short is refused rather than saved.
Links are written as words a file can carry back: owners and assignees by email address, a deal's pipeline and stage by name, a contact by email, a company by name — so a Re-importable file imports back into the records it came from.
Who can take one: the same people who can open the CRM — the surface has to be available to you and your role must be able to manage data. A collaborator scoped to some of the workspace's sites gets their rows and not the workspace's, enforced on the server rather than in the browser.
Contacts
| Action | What happens |
|---|---|
| Add tag | Type a tag; it is added to every selected contact that does not already have it. Tags are lowercased, the same as on a contact's profile. A contact already holding 20 tags is skipped and named. |
| Remove tag | Type a tag; it is removed from every selected contact that has it. Contacts without it are left alone. |
| Set owner | Pick a team member. Every selected contact is assigned to them. Choose Nobody to clear the owner. |
| Set stage | Pick a lifecycle stage — subscriber, lead, marketing qualified, sales qualified, opportunity, customer, evangelist or other. Each contact is moved through the server, one at a time, so every move fires Contact changed stage exactly as a move on the contact's page does; a contact already at that stage fires nothing. A contact the move is refused for is named. |
| Set company | Pick a company — the same picker a contact's record has, with a Create row for a name nobody has filed yet. Every selected contact is linked to it, and its name is written to their records. Leave the picker empty to unlink the selection. A contact already at that company is left alone. |
| Add to list | Put the selected contacts on an email audience. This runs the same check the audience's own page runs — see below. |
| Export… | Open the export dialog on the selected contacts: choose every field you want, custom fields included, and the format. See the contacts file. |
| Remove from this site | After a confirmation, the selected contacts leave this site's CRM. A person another site in your workspace also captured keeps that site's record; a person only this site held is deleted. A person who turned down your marketing email stays turned down after either one; see Deleting and erasing. This is not a privacy erasure: the person's form submissions, orders, bookings and membership records are separate and are deleted from their own pages. A person who asks to be forgotten is erased one at a time from their record page — see Deleting and erasing. |
| Clear | Deselect everything. |
Every change lands on this site's record of the person. Tags, the owner, the stage and the company are one site's knowledge of a contact, so a site sharing a workspace with yours never sees yours change.
The contacts file
Export… — in the section's header for the list's current filter or every contact, on the bar for the selection — opens the export dialog. Every field is offered: the person, their phones, work, the mailing and other address as six columns each, the CRM's own fields, what the platform records (where a person was captured, the last interaction, the last time they engaged with a campaign) and one column per custom field. The company is written by name, the person they report to and the owner by email address, so a Re-importable file imports back into the contacts it came from.
Companies
| Action | What happens |
|---|---|
| Add tag / Remove tag | As on contacts: lowercased, up to 20 per company, a company at the cap skipped and named. A company's tags show in the list and on its page, and its form has a Tags field. |
| Set owner | Pick a team member, or Nobody to clear the owner. |
| Export… | Open the export dialog on the selected companies — see Export. |
| Delete | After a confirmation, each selected company is unlinked from its contacts and deleted, one after another, and each deletion is logged in the site's activity feed. A company with more than 500 linked contacts is unlinked from 500, kept, and named — delete again to continue. |
Deals
The bar appears on the deals table (switch from the board with the Board / Table control).
| Action | What happens |
|---|---|
| Set stage | Pick a stage of the selected deals' pipeline — an open stage or Won. Each deal is moved through the server, one at a time, so every move fires its dealStageChanged or dealWon event exactly as a drag on the board does. A selection spanning two pipelines has no one list of stages, and the dialog says so. |
| Set owner | Pick a team member, or Nobody to clear the owner. |
| Mark lost | Asks for one reason, then marks each deal lost through the server; the reason is kept on every deal and sent with every dealLost event. |
| Export… | Open the export dialog on the selected deals — see Import and export. |
| Delete | After a confirmation, the selected deals are deleted; the contacts and companies they name are untouched. Each deletion is logged in the site's activity feed. |
Tasks
| Action | What happens |
|---|---|
| Complete | Each open selected task is completed through the server, one at a time, so every one fires its taskCompleted event. Tasks already done are left alone. |
| Assign | Pick a team member, or Nobody to clear the assignee. Each task is saved through the server, so the new assignee gets the same notification the drawer sends — assigning to yourself sends nothing. |
| Set due | Pick a date and time for every selected task, or leave it empty to clear the due date. |
| Export… | Open the export dialog on the selected tasks — see Import and export. |
| Delete | After a confirmation, the selected tasks are deleted for everyone who can see them. A finished task is better ticked done, which keeps it in the Done view. |
Leads
| Action | What happens |
|---|---|
| Set owner | Pick a team member, or Nobody to clear the owner. The lead alone is assigned; its contact, when there is one, is assigned from its own record. |
| Set status | Pick New, Nurturing or Working. A lead already at that status is skipped and named, and a converted lead is left alone — its status is its conversion. Setting a closed lead back to Working reopens it and clears its reason, as the row does. |
| Unqualify | Asks for one reason, then closes every open selected lead with it; the reason is kept on each so the lead funnel can count it. Leads already closed or converted are skipped and named. |
| Add to campaign | Pick one or more of the site's campaigns; each selected lead is filed under them beside the campaigns it is already in. Under a site only — a campaign belongs to one site. Grouping, not consent: nothing is mailed. |
| Export… | Open the export dialog on the selected leads — see Import and export. The capture columns are exported and never imported. |
| Clear | Deselect everything. |
A lead's owner and status are the team's own notes on a capture — no event and no notification fire — so the bar writes them directly, the way the row's inline controls do.
At the organization level
The same bars, over every site's rows at once, on the organization's hub. Each action writes one line into the organization's activity feed (Team → Activity) — "Owner set on 3 deals" — where a site's hub writes into the site's own feed. A stage move or a loss over deals is recorded per deal instead, by the move itself. The leads bar writes each lead under the site that captured it.
An export of contacts writes each person through their primary holder at the organization level — the first site that captured them — which is the profile the organization's own table shows. Under a site it writes that site's, as the table does.
The tasks bar's Complete and Assign run there as one request for the whole selection, authorized by the organization rather than task by task against each task's site; every task is still answered on its own, so one that was deleted while the page was open is named in the notice and the rest go through. Completing fires each task's event on the site it was created from — none for an organization task.
When a row cannot be changed
A bulk action writes in batches. If any row in the selection cannot be written — usually because your access is scoped to certain sites and the record belongs elsewhere, or because it was deleted while the page was open — the rest are still written, and the ones that were not appear by name (a contact's email address, a company's name, a deal's or a task's title) in a notice under the bar, with the reason. Dismiss the notice when you have read it. A row the action skipped on purpose (already tagged, already at the tag limit, already done) is listed the same way. An action that goes through the server — a stage move, a completion, an assignment — reports the server's own sentence for each refused row.
Adding people to an audience
Add to list on the contacts bar opens a dialog that:
- Lets you pick an audience from your workspace's lists. Audiences are managed by members with access to every site in the workspace; if that is not you, the dialog says so instead of showing an empty list.
- Checks every selected address against its consent record and both suppression lists, and tells you how many already opted in, how many have no opt-in on record, and how many cannot be added at all (with the reason, per address).
- Offers Add only after the check. People with no opt-in on record are added only if you tick the attestation that you have their permission — the same statement the audience page asks for, recorded against your account with the date.
- Names anyone who was not added, and why.
A large selection is checked and added a hundred addresses at a time; the counts you see are for the whole selection. A person's own page in the CRM has the same Add to list button for one contact.
Related
- CRM overview
- The contact record — the same tags, owner and stage, one person at a time
- Import contacts and companies and Export — the files an export re-imports as
- Companies, Deals pipeline, Tasks & follow-ups, Leads — each section's records
- Email audiences — including audiences built from a rule, which can target a contact's owner, lifecycle stage, company and custom fields.