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ChatbotX gives you a set of powerful tools to work with your contact list at scale. You can search and sort contacts quickly, build multi-condition filters using AND/OR logic, apply the same action to many contacts in a single step, and export your data whenever you need it outside the platform. This article covers all three of these workflows — filtering, bulk actions, and exporting — so you can manage even large contact databases efficiently.

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Search and Sort Contacts

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Search by Name

To quickly find a contact when you already know their name:
1

Navigate to Contacts

Go to the Contacts page from the left menu.
2

Type in the search box

Enter the contact’s name in the Enter name search box at the top-left corner. The list filters in real time as you type.

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Sort by Column

Click any column header in the contact table to sort the list by that column: Columns you can sort by include Name, Last Read, and Created At.

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Select Multiple Contacts

1

Filter or search first

Use the search bar or filter options to bring the contacts you want to the top of the list.
2

Tick the checkboxes

Check the box at the start of each contact row you want to select. You can also tick the header checkbox to select all contacts currently visible on the page.
3

Confirm the count

Check the number of selected contacts shown at the bottom-left corner of the table before proceeding.

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Advanced Condition Filters

Advanced filters let you combine multiple detailed criteria using logical operators so you can target precisely the right segment of contacts.
1

Open the filter interface

On the Contacts page, click the Filter button (funnel icon) in the upper-right corner.
2

Select a logical operator

Click the blue text link to choose how conditions are combined:
  • All of the following conditions — AND logic. Only shows contacts that satisfy every condition you add.
  • Any of the below conditions — OR logic. Shows contacts that satisfy at least one of your conditions.
3

Add and configure conditions

Click + Add Condition and configure three parameters for each rule:
  1. Field — the data attribute to filter on (for example, Tags, Email, Country)
  2. Operator — the comparison method (for example, Is, Contains, Has any value)
  3. Value — the specific value to compare against (for example, “hot-lead”, “English”)
Click + Add Condition again to stack multiple rules.
4

Apply the filter

Click the confirm button to execute the query and view the filtered contact list.

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Supported Filter Fields

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Supported Operators

Example filter: To find English-speaking contacts tagged hot-lead who have an email address on file — ready for a targeted email campaign — select All of the following conditions and add:
  1. Language Is English
  2. Tags Is hot-lead
  3. Email Has any value

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Bulk Actions

Bulk Actions lets you apply the same operation to many contacts at once, saving significant time compared to handling them individually.
1

Open the Contacts page

Go to Contacts from the left menu.
2

Select your contacts

Tick the checkbox next to each contact you want to include in the action.
3

Open the Actions menu

Click Actions to see the list of available operations.
4

Choose the action

Select the action you want to apply to all chosen contacts.

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Available Actions

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More Actions

Inside the Actions menu, click More to access additional operations:
The Delete action permanently removes contacts and cannot be undone. Use filters to make sure your selection is accurate before confirming a bulk delete.

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Export Contacts

Export Contacts lets you download your contact list as a CSV file — including Bot Fields, Custom Fields, and Tags — or sync contact data automatically to Google Sheets.

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Export via the Actions Menu

1

Open the Contacts page

Go to the Contacts menu from the left sidebar.
2

Select the contacts to export

Select specific contacts by checking their boxes, or tick the header checkbox to select all contacts on the page. Combine this with filters to target a precise segment.
3

Choose the Export action

Click Actions, then select Export.
4

Download the file

When the Export Contacts window appears and the file is ready, click Download to save the CSV file, or click Copy link to copy the download URL and share it with a colleague.
The exported CSV file contains personal customer information. Store it securely and avoid sharing it publicly to protect your customers’ data.

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Export All Data via Google Sheets

If you want to sync contact data automatically to a live spreadsheet in real time, use the Google Sheets integration combined with Sequences:
1

Connect your Google account

Go to Settings → Integrations and connect your Google account to ChatbotX.
2

Prepare a spreadsheet

Create a new spreadsheet in Google Drive with headers matching the fields you want to export (First Name, Last Name, Phone, Email, Custom Fields, and so on). Then go to the Google Sheet Manage section in ChatbotX to register the spreadsheet.
3

Create an export Sequence

Go to Sequences and create a new Sequence. Add an Action block, choose Google Sheets → Insert Row, select your prepared spreadsheet, and map the ChatbotX fields to the Google Sheets columns.
4

Run the bulk export

Go back to Contacts, filter and select the contacts you want to export, then click Actions → Add Sequence and select the export Sequence you created. The system writes each contact’s data into Google Sheets automatically.
When running Add Sequence for a large contact list, the system processes contacts sequentially. Make sure your Sequence is set to Active before triggering the bulk action.