3.7 Performing Bulk Actions (Tagging, Messaging, Workflows)

Purpose:

Bulk Actions allow you to apply a single action (like adding a tag, sending a message, or starting a workflow) to many selected contacts simultaneously, saving significant time compared to performing the action individually on each record.

Steps for Performing a Bulk Action:

  1. Filter and Select Contacts:
    • Navigate to the Contacts section.
    • Use Filters (More Filters) or click on a Smart List tab to narrow down the list to the specific group of contacts you want to target.
    • Select the contacts:
      • Check the individual checkboxes next to the names of the contacts you want to include.
      • Check the checkbox at the top of the list (in the header row) to select all contacts currently visible on that page.
      • To select ALL contacts matching your current filter across ALL pages: After clicking the header checkbox, look for a link that appears saying something like "Select all [Number] records" or "Select all contacts matching this filter". Click this link to ensure the action applies to the entire filtered set, not just the currently visible page.
  2. Choose the Action: Once contacts are selected, the Action Bar will appear (usually horizontally above the list). Click the icon representing the action you want to perform:
    • + Add Tag: Apply one or more existing tags.
    • - Remove Tag: Remove specific tags.
    • </> Send SMS: Send a bulk text message.
    • @ Send Email: Send a bulk email.
    • + Campaign/Workflow (or similar icon): Add the selected contacts to a specific automated Workflow.
    • Send Review Request: Send a request for an online review (uses settings from Reputation).
    • Export Contacts: Download the selected contacts' data as a CSV file.
    • Delete Contacts: Permanently delete the selected contacts (USE WITH EXTREME CAUTION!).
    • Merge Contacts: Combine duplicate contact records (irreversible, use carefully).
    • + Pipeline (or similar icon): Create a new Opportunity (deal) record in a specified pipeline for each selected contact.
    • Other actions might include Update Field, Add Note, Assign User, etc., depending on the specific Close Master version.
  3. Configure the Action Popup: A popup window will appear requesting details specific to the chosen action:
    • For Tags: Select the tag(s) to add or remove from a dropdown list.
    • For SMS/Email: Compose your message directly OR, preferably, select a pre-written Template from the dropdown. Confirm From Name/From Email (for email).
    • For Workflows: Select the specific Workflow you want to add the contacts to.
    • For Delete: You will likely see a strong warning and need to type a confirmation phrase.
    • Name the Action: Give this specific bulk job a descriptive name (e.g., "SMS Blast - Open House Invite - Oct 2024", "Add Tag - Past Client Sphere") for easy identification in the Bulk Actions history log.
  4. Choose Sending Options (for SMS, Email, Workflow): You'll often have options for timing the action:
    • Send Now / Add Now: Executes the action immediately (or as soon as the system can process). Use cautiously for large lists, especially during peak hours or if warming up an email domain.
    • Schedule: Choose a specific future date and time for the action to execute.
    • Drip Mode / Batch Schedule (Highly Recommended for Large Lists/Warm-up): Sends the messages or adds contacts to the workflow in smaller batches over a period of time, rather than all at once. Configure:
      • Batch Size: How many contacts per batch (e.g., 50).
      • Repeat after: Time interval between batches (e.g., every 15 minutes).
      • Start Time: When the first batch should begin.
      • Send Days/Hours: Optionally restrict sending to specific days of the week or hours of the day (respecting business hours/time zones). Drip mode helps improve email deliverability for large sends and avoids overwhelming recipients or hitting sending limits.
  5. Confirm and Launch: Review your settings carefully, then click the final confirmation button (e.g., Send, Add, Execute, Confirm Delete).

Monitoring the Bulk Action:

  • Track Progress: Go to the Contacts → Bulk Actions tab. Find your named job in the list.
  • View Status: See if the job is Queued, Processing, Completed, or Completed with Errors.
  • Check Statistics: See how many contacts were processed successfully and how many failed.
  • Download Error Logs: If errors occurred, download the error log (CSV file) to see which contacts failed and why. Fix the underlying issues (e.g., invalid email, contact has DND enabled) and potentially re-attempt the action on the failed segment.
  • Restore/Revert (Limited): For some actions like accidental bulk deletion or tag removal, a Restore or Revert option might be available in the Bulk Actions history (... menu) for a limited time. Use immediately if a mistake was made.