Quick search

Use the quick search to get an overview of all information that is saved for a contact or an address data record of a guest order. Learn on this page of the manual how to download all data of a contact or guest order and how to anonymise data records in compliance with GDPR.

Guest accounts via the Ceres online store can only be found in the quick search

In order to be able to work GDPR-compliant, no contact data record is created in case of guest orders via the Ceres online store. Only the address data is saved. This data that is saved in your plentymarkets system can therefore not be found in the CRM » Contacts menu. The address data of the person who ordered as a guest can only be found via the address data in the quick search.

Further information about converting Ceres guest orders into regular contact data records can be found in the Converting a guest account into a contact data record chapter.

1. Assigning rights for back end users

The CRM » Quick search menu is automatically activated for users of the type Back end if in the user account in the Setup » Settings » User » Rights » User menu

in the Menu visibilities area the option CRM > Contacts

in the Rights area the option CRM > Contact > Show

is activated for these users.

For further information about the rights for the CRM » Contacts menu for back end users, refer to the Contacts page.

2. Finding data records via the quick search

Proceed as follows to find data records via the quick search.

Finding data records via the quick search:

Go to CRM » Quick search.
Select at least one filter. Note the explanations in Table 1.
Click on Search ().
→ The data records that correspond to the search criteria entered are displayed.
Click in the line of the data record.
→ The overview with the areas Assigned tags, Invoice address, Master data and Info appears.
Click in the line Orders to display the orders.
→ Click in the line of the order to directly access the order in the Orders » Edit orders menu.
Click in the line Addresses to display further addresses.
→ Click in the line of the address to directly access the address and edit it.
Click in the line Events to display the events.
→ The stop watch in the top right corner starts automatically once the data record is opened. Click on Add event to save this time.
Note: Events are only available for contact data records, not for guest orders.
Click in the line Tickets to display the tickets.
→ Click in the line of the ticket to directly access the ticket in the CRM » Ticket system menu.
Click in the line Messenger to display the messages.

Table 1. Quick search filters
Setting	Explanation
Search	Shows the data records that correspond to the search criteria. At least one filter has to be selected.
Reset	Click on Reset () to reset the filter criteria set.
ID	Each contact automatically receives a consecutive and unique ID. It doesn’t matter if the data record was saved manually or automatically. 2 contacts never have the same ID. The ID is always a real number. 00521 or ADF8354 e.g. are invalid. *Note:* Click on the arrows () next to the ID in the overview to sort the contact data records found in ascending or descending order according to their ID.
Name	Enter the first name and/or last name or the name of the account to search for the contact with this name or account name. *Note:* Click on the arrows () in the columns First name and Last name in the overview to show the contact data records found in alphabetical order.
Contact data	In this field, you can search for the name, address, account, customer number and eBay name. *Note:* In order to search for the eBay name, first enter the parameter ebay: of the eBay name that you search for.
Address	Enter the name of the street and/or the postcode that is saved for the contact. It is also possible to search only for parts of the street and parts of the house number.
Postcode	Enter the postcode that is saved for the contact. The search is also carried out for postcodes that are saved in the address data records of the contact. It is also possible to search only for parts of the postcode.
Town	Enter the town that is saved for the contact. The search is also carried out for towns that are saved in the address data records of the contact. It is also possible to search only for parts of the town.
Email	Enter the complete email address to search for the contact with this email address.
Telephone	Enter the telephone number to search for the contact with this number. You can also search for parts of the telephone number. Enter at least 3 numbers.
Country	Select a country to only display contacts from this country. The country is saved within the contact data. Select the setting All except Germany to only display contacts from all countries except Germany.
Owner	Select the owner to only search for contacts that are linked to this owner. The owner has to be saved in the contact data record. *Important:* Only owners for whom the Customer option has been activated in the Owner tab can be selected from the drop-down list.
Type	Select the type to only search for contacts with this type.
Customer class	Select the customer class to only search for contacts with this class.
Rating	Select the rating to only search for contacts with this rating. 5 yellow stars are the best rating, 5 red stars are the worst rating.
Tags	Select one or more tags to only search for contacts with these tags.
Client	Select a client to only display contacts that correspond to this client. The client is saved within the contact data record. *Important:* Back end users can only select those clients that they have a right to access. Go to Setup » Settings » User » Accounts and set the rights in the user account in the Rights tab.

3. Further settings

When you open a data record in the quick search, you see further possible settings in the first line of the data record. These settings are explained in Table 2.

Table 2. Settings in the quick search
Setting	Icon	Explanation
Contact ID		Opens the contact data record in the CRM » Contacts menu. *Note:* If the data record is a guest order, this field is not available.
Orders		Opens the Orders » Edit orders menu. The ID of the contact is automatically selected as filter. *Note:* If the data record is a guest order, this field is not available.
New order		Creates a new order in the Orders » Edit orders menu. *Note:* If the data record is a guest order, this field is not available.
Tickets		Opens the CRM » Ticket system menu. The ID of the contact is automatically selected as filter. *Note:* If the data record is a guest order, this field is not available.
New ticket		Creates a new ticket in the CRM » Ticket system menu. *Note:* If the data record is a guest order, this field is not available.
Messenger		Opens the Messenger area. *Note:* If the data record is a guest order, this field is not available.
New message		Creates a new message. *Note:* If the data record is a guest order, this field is not available.
Download all data of the contact		Downloads all data that is saved for this data record. Further information can be found in the chapter Downloading all data of a contact or a guest order.
Send newsletter opt-in email		Sends the email for the newsletter opt-in respectively the confirmation for the newsletter opt-in to the customer. *Note:* If the customer is not registered for the newsletter yet, they will receive the automatic email for newsletter opt-in. If the customer is already registered for the newsletter, but has not confirmed yet, they will receive the confirmation for the newsletter opt-in.
Anonymising a data record		Anonymises the data record. Anonymising data is only possible when the data record is a "real" contact and not a guest order. For further information, refer to the Anonymising a data record chapter.
Convert guest into contact		Converts the address data from a guest order into a regular contact data record. In the History area of the newly created contact data record, the entry Converted by as well as the name of the person who converted the data record are added. Further information can be found in the Converting a guest account into a contact data record chapter.
Update data		Updates the data from this data record.

4. Converting a guest account into a contact data record

Go to CRM » Quick search to convert the address data from a guest order into a regular contact data record.

In case of guest orders via the Ceres online store, the saved data record consists only of the address and the corresponding order. If an account name is additionally contained in the address, the account data record is also created when converting the data record.

Converting a guest account into a contact data record:

Go to CRM » Quick search.
Select at least one filter. Note the explanations in Table 1.
Click on Search ().
→ The data records that correspond to the search criteria entered are displayed.
Click in the line of the data record.
→ The data record opens.
In the header, click on Convert guest to contact ().
→ A window appears and you need to confirm your decision.
If you have worked in compliance with GDPR, click on Convert.
→ The data record is converted into a contact data record and automatically obtains the next free contact ID. In the History area of the contact data record, the entry Converted by as well as the name of the person who converted the data record are added.

Callisto guest orders vs. Ceres guest orders

The Old online store: Converting a guest account into a regular account chapter on the Contacts page describes how to convert Callisto guest orders into regular accounts. It is not possible via the contact data record to convert Ceres guest orders into regular accounts.

Besides Ceres guest orders, you can, however, use the quick search to convert also Callisto guest orders into regular contact data records.

5. Using the stop watch

As soon as you open a data record in the CRM » Quick search menu, the stop watch in the top right corner starts counting. Click on the start/stop symbol to stop the stop watch from counting. Click on the start/stop symbol again to continue counting the time.

Click on Reset () to set the time to 0. The times of the stop watch are automatically transferred to the Events area of the contact data record. In this area, you can carry out further settings and select the type as well as enter an info text.

The data saved in the quick search is also available in the Events area of a contact data record in the CRM » Contacts menu.

6. Downloading all data of a contact or guest order

In the CRM » Quick search menu, you can download with just one click all data that is saved for a contact or the address data belonging to a guest order as a ZIP file. The ZIP file contains an HTML file and a machine-parsable file in JSON format.

Downloading all data of a contact or guest order:

Go to CRM » Quick search.
Select at least one filter.
Click on Search ().
→ The data records that correspond to the search criteria entered are displayed.
Click in the line of the data record.
→ The overview with the areas Assigned tags, Invoice address, Master data and Info appears.
Click on Download all data of the contact () in the upper line.
→ A dialogue window appears. Determine a location on your computer where the ZIP file is saved.

Further information about the download file can be found in this changelog thread in the plentymarkets forum.

7. Anonymising a data record

You can delete data of a contact respectively make this data illegible in such way that no reference to this person is given any longer.

Anonymising data is only possible when the data record is a "real" contact and not a guest order.

Anonymising a data record:

Go to CRM » Quick search.
Select at least one filter.
Click on Search ().
→ The contacts that correspond to the search criteria entered are displayed.
Click in the line of the contact.
→ The overview of the contact opens.
Click on Anonymise data record () in the upper line.
→ A window appears and you need to confirm your decision.
Enter the ID of the contact that you would like to anonymise.
Click on Anonymise.
→ The data record is anonymised.

Which data is anonymised and deleted?

By clicking on Anonymise data record (), the following data in the data record of the contact is anonymised and deleted:

Data is anonymised: First name, last name
Data is deleted: Contact options, address options, addresses, address relations, order relations, account relations, bank details