Clean your contacts database

Removing contacts from your Prezly Contacts database

You can use the Filter or use a View to find the specific contacts you wish to delete, then click on the check box at the top to select all contacts from that list.

Alternatively, if you already know the name of the contact (person or organization) you wish to remove from your database, simply type their name into the search box.

Once you select the contacts you want to remove, go to the pop up menu at the bottom of the screen and click on Delete.

Duplicating Contacts

In Prezly, there are types of contact:

Here is how the duplicates of each are determined:

Duplicate People

What is considered a duplicate person:

Duplicate Organizations 

What is considered a duplicate organization:

Prezly automatically identifies the above as duplicates and adds them to the duplicate view (accessible by the filter form in the Contacts page).

How can I spot a duplicate?

After you create or import contacts, Prezly automatically analyses and detects duplicate contacts.

Duplicate contact entries are marked with a gray badge in the upper right corner of your contact's avatar icon:

If you want to find all possible duplicate entries, you'll need to go to your Contacts page and use the filter and select Duplicate, then you will see a full list of duplicate contacts in your database.

Resolving duplicates

To resolve a duplicate contact, click on the contact to open up their contact preview, then go to the Duplicates tab.

You can choose to either combine all contact data (notes, coverage, pitches) with the other contact by clicking on "Merge Contact" or confirm that the contact is not a duplicate by selecting "Not a duplicate."

Merging Contacts

When you decide to merge contacts, there are two possible outcomes:

Handling a conflict

If there is conflicting information a dialog will be presented with the ability to mark which data/information you want to preserve.

Mark the data you want to preserve by selecting the "Keep this one" button related to the information you want to keep.

When you click on Merge Contact, information from both Contacts – such as notes and email history – is combined and preserved in a single Contact. The only information lost is the conflicting data you chose not to keep in the "Keep this one" step.

Learn how to connect Contacts to their Organizations in your CRM

In Prezly, there are types of contact:

On a contact preview

Clicking on the People or Organization tab to open a contact preview

Alternatively, if you already know the name of the contact (person or organization) you wish to link, simply type their name into the search box.

You can click on the Organizations or People contact that you want to link

If you want to link Contact to Organization, use the search bar to find and organsation

When it's the other way around and you wish to link an organization to a person instead, you can open the contact preview of an organization, click on the People tab and search for the name of the person you wish to add to the organization.

Converting contacts from Person to Organization

Changing the contact type without having to delete and re-import

If a contact was supposed to be imported as an organization type of contact but was imported as a person instead, there is a way to change the contact's type from person to organization, without having to delete them first and then re-import them as a person type.

On the contact preview, click on the '•••' button across the contact's name and then select Convert to organization.

Using filters to find and clean up your contacts

When you have hundreds (or thousands) of contacts saved in your Prezly database over time, sometimes a clean-up is necessary in order to remove bounced or unsubscribed contacts, or simply remove contacts you no longer send email campaigns or pitches to.

A contact list clean-up is an essential part of targeting your PR and outreach efforts, so we actually recommend doing this at least a couple of times a year. This way, you reach out only to people who want to receive your latest press releases and stories, and you get a better picture of your actual open and click rates. On top of that, fewer bounces and spam complaints are an added bonus.

How do you know it’s time to clean your contacts list? You can usually see the first warning signs in your Campaign reports once you have sent an email blast.

You can also identify potential names to amend or delete with the Views options in Contact

Using the filter rules in the Contacts page

Filter by Open rate and Emails. Set the filter to 0 ​ to find contacts that have had zero engagement with your email blasts.

You cant really build lists without using Tags and you cant send an email if the contact does not have an email address. Once again set the filter to 0

FAQs

Why do I get bounced contacts when I send campaigns?

A high campaign bounce rate could indicate a poorly maintained media list

When a campaign fails to reach a particular email address because of a problem on their end – for example, the email address no longer existing or the receiving mail server being down – that email address is marked as bounced.

This bounce status is immediately reflected in your CRM and Campaign Report and prevents new campaigns ​ from being sent to that email. We do this because sending campaigns to emails that cannot receive your email would affect your deliverability rating and skew your campaign results.

After a certain time, we test the bounced email addresses again to see whether they recovered.

Why are some contacts locked and unable to delete?

Your teammates who are in your contacts database are locked and cannot be removed, even if you have disabled that teammate.

The reason behind locking these contacts is that, if we delete them, then all of their historical data would be lost and you will not be able to see their history, such as their sent Campaigns, published or drafted Stories, updates to contacts, and more.