Searching your contacts with Postmaster:


We have 2 types of searches you can perform in Postmaster:

Quick Search | Advanced Search


Click on the contacts button in the left navigation window to pull up your search options.






Quick Search:


Most of the time you want to look up just one contact. You can do this quickly and powerfully using any combination of the contacts first name, last name, and email address information. You can also try to match all the text exactly or just match any part. (The quick search will return all the contacts that match your search. See below:)

Three Examples:


The above example would return me all of my contacts who's email address is natek@post-master.net. This particular search would probably only return one record since email addresses are unique. So, this is how you would search for a particular contact using their email.



The above example would return me all of my contacts who have an AOL email address.

This example works because we have the MATCH ANY PART radio button selected (it's selected by default for you) thus any email address in your database that contains an @aol.com text will be returned. We could use @aol also as a text to match but @aol.com is more specific.



Above, you can see I am looking for any contacts whose name is like john and whose last name is like doe. Both the first and last name of the contact must match my criteria to be returned.

If I wanted to, I could include text in the email field also that must match. Using the three search fields together allows you to narrow your search down even further, if needed.













Advanced Search:

You have three seperate choices (buttons) initially:

#1) Search for contacts using multiple criteria
#2) Search for contacts set to "Stop All Messages To Contact"
#3) Search for contacts that are not in a category.

#2 and #3 are self explanatory and RARELY used. When you click on #2, all contacts who are set to "Stop All Messages to Contact" will be returned. This check box is located on the contacts screen and if this box is checked for a contact, that contact will NOT receive email from Postmaster Express until you un-check the box.

#3 will return to you all contacts who are not in a category. Thus they are not receiving any email from Postmaster Express either.

#1 Search For Contacts Using Multiple Criteria:

This search allows you FULL flexibility and power when searching for very specific groups of contacts. You can search using any combination of CONTACT DATA using any of the contact fields as well as any combination of Category data or what categories the contacts are in or not.



Three Methods With Examples:



Method 1: Searching for any combination of data in ANY contact fields.


E.g. To return all contacts who live in North Dakota (ND in the State field) and are in my Test category, set up your criteria as seen below:




Set up Step 1 of the wizard to look like this:



Click here, to view the wizard image, if it's not displayed.

Make sure you click the "Add Criteria button" once you have selected the Postmaster Field, operator, and text to search for so that the field criteria shows up in the right list box.

(You can add as many field criteria to the list on the right as you need)



Set up Step 2 of the wizard to look like this:



Click here, to view the wizard image, if it's not displayed.


Step 2 allows you to select which categories of contacts you want to include AND even exclude. All your possible categories will be listed in the above list. You can select as many as you like. Be sure to put a check inside the BOX to include any category. If a contact is in any of the checked categories, they will be returned in the search.

I have selected to return any contact in the "test" category.

Click the "Perform Search" button and Postmaster Express will return all contacts who have "ND" in the state field and are in the "Test" category.




Method 2: Searching by Category and, if applicable, by Date Signed Up (The date they were added to a Category).


Here at Online Automation we get many new Demo Downloads of our software a day. We use IES to filter these contacts directly into our database adding them to a "Demo Downloads" category. If we want to find out how many new downloads we had for today, we would set up the wizard as follows presuming today's date is 11/06/2014:




Set up Step 1 of the wizard to look like this:


You will leave STEP 1 of the search wizard BLANK since we are only concerned with category data! Just click the "Next Step" button.


Set up Step 2 of the wizard to look like this:




Click here, to view the wizard image, if it's not displayed.

As you can see, I have selected the "Demo Downloads" Category and also entered in that I want to return any contacts whose "Sign Up Date" (or the day they were added to category) is greater than or equal to 11/06/2014 (today's date). I could have also just selected the equal sign.

Simple and very powerful. When you click the "Perform Search" button, Postmaster Express will return all contacts added to the "Demo Download" category on 11/06/2014 or greater.




Method 3: Searching by one Category, making sure they are also NOT in one of the other categories, based on exclusion.


It is very plausible that many of your contacts will be in more than one category at a time. If you were selling Phone Cards and Life Insurance, you would probably have 2 prospecting categories called Phone Cards and Life Insurance. Many of your contacts could be in both categories at the same time because they requested information on both of your products.

If you wanted to send out an instant message to just those contacts who are solely in the Phone Card category, you would first search for contacts solely in the Phone Card category using the Multiple Criteria Search Wizard and then click the "Instant Message button on the Contacts screen once the search has been returned.


Set up Step 1 of the wizard to look like this:


You will leave STEP 1 of the search wizard BLANK since we are only concerned with category data. Just click the "Next Step" button.

Set up Step 2 of the wizard to look like this:



Click here, to view the wizard image, if it's not displayed.


As you can see, I have selected the "Phone Card" Category.

You must also use the exclusion list below and check the "Life Insurance" category. This tells the Wizard that you want to return all contacts in the "Phone Card" category but not if they are also in the "Life Insurance" category.


Simple and very powerful. When you click the "Perform Search" button, Postmaster Express will return all contacts who are solely in the "Phone Card" category. Now you can click the "Instant Message" button on the contacts form to send a message to those contacts.