> ## Documentation Index
> Fetch the complete documentation index at: https://docs.theomnibot.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Filter, Bulk Actions, and Export Contacts in ChatbotX

> Filter contacts with advanced conditions, apply bulk actions like Assign and Add Tag to many contacts at once, and export your list to CSV.

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.

## Search and Sort Contacts

### Search by Name

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

<Steps>
  <Step title="Navigate to Contacts">
    Go to the **Contacts** page from the left menu.
  </Step>

  <Step title="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.
  </Step>
</Steps>

### Sort by Column

Click any column header in the contact table to sort the list by that column:

| Arrow icon                | Sort order                              |
| ------------------------- | --------------------------------------- |
| **Upward arrow (Asc)**    | Ascending — A to Z or oldest to newest  |
| **Downward arrow (Desc)** | Descending — Z to A or newest to oldest |

Columns you can sort by include **Name**, **Last Read**, and **Created At**.

### Select Multiple Contacts

<Steps>
  <Step title="Filter or search first">
    Use the search bar or filter options to bring the contacts you want to the top of the list.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Confirm the count">
    Check the number of selected contacts shown at the bottom-left corner of the table before proceeding.
  </Step>
</Steps>

## Advanced Condition Filters

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

<Steps>
  <Step title="Open the filter interface">
    On the Contacts page, click the **Filter** button (funnel icon) in the upper-right corner.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Apply the filter">
    Click the confirm button to execute the query and view the filtered contact list.
  </Step>
</Steps>

### Supported Filter Fields

| Data Group           | Field                               | Description                                          |
| -------------------- | ----------------------------------- | ---------------------------------------------------- |
| **Personal Info**    | `Language`                          | System language of the contact                       |
|                      | `Full name`                         | Full name of the contact                             |
|                      | `Country`                           | Country of the contact                               |
|                      | `Gender`                            | Gender of the contact                                |
|                      | `Time zone`                         | Time zone of the contact                             |
| **Channel & Status** | `Channel`                           | Messaging channel (Messenger, Telegram, Zalo OA…)    |
|                      | `Source`                            | Contact creation source (Inbound Message, Imported…) |
|                      | `Inbox`                             | Inbox assigned to the contact                        |
|                      | `Subscribed to broadcast`           | Broadcast subscription status                        |
|                      | `Conversation transferred to human` | Whether the chat was handed to a human agent         |
|                      | `Interacted in last 24 hours`       | Whether the contact interacted in the past 24 hours  |
|                      | `Follow up`                         | Whether the contact is flagged for follow-up         |
|                      | `Archived`                          | Whether the contact is archived                      |
|                      | `Blocked`                           | Whether the contact is blocked                       |
| **Analytics**        | `Contact created at`                | Timestamp when the contact was created               |
|                      | `Last seen`                         | Last time the contact was active                     |
|                      | `Last interaction`                  | Last time the contact interacted with the bot        |
| **Contact Info**     | `Phone`                             | Contact's phone number                               |
|                      | `Email`                             | Contact's email address                              |
|                      | `Email was Verified`                | Whether the email has been verified                  |
|                      | `Opted in for Email`                | Whether the contact opted in for marketing emails    |
| **Tags & Custom**    | `Tags`                              | Classification tags assigned to the contact          |
|                      | `Custom Fields`                     | Your own custom-defined data fields                  |

### Supported Operators

| Operator                   | Description                                      |
| -------------------------- | ------------------------------------------------ |
| `Is`                       | Matches the exact value specified                |
| `Is not`                   | Does not match the value specified               |
| `Has any value`            | The field contains any non-empty value           |
| `Has no value`             | The field is empty or null                       |
| `Greater than`             | Greater than a threshold (numbers or dates)      |
| `Less than`                | Less than a threshold (numbers or dates)         |
| `Greater than or Equal to` | Greater than or equal to a threshold             |
| `Less than or Equal to`    | Less than or equal to a threshold                |
| `Contains`                 | The field contains the specified keyword         |
| `Doesn't contain`          | The field does not contain the specified keyword |
| `Starts with`              | The field begins with the specified substring    |
| `Ends with`                | The field ends with the specified substring      |

**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

## Bulk Actions

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

<Steps>
  <Step title="Open the Contacts page">
    Go to **Contacts** from the left menu.
  </Step>

  <Step title="Select your contacts">
    Tick the checkbox next to each contact you want to include in the action.
  </Step>

  <Step title="Open the Actions menu">
    Click **Actions** to see the list of available operations.
  </Step>

  <Step title="Choose the action">
    Select the action you want to apply to all chosen contacts.
  </Step>
</Steps>

### Available Actions

| Action             | Result                                                       |
| ------------------ | ------------------------------------------------------------ |
| `Assign`           | Assign the selected contacts to an agent or team             |
| `Add Tag`          | Apply a tag to every selected contact                        |
| `Set Custom Field` | Write a value into a Custom Field for every selected contact |
| `Delete`           | Permanently delete the selected contacts                     |
| `Export`           | Export the selected contacts to a CSV file                   |
| `Import`           | Open the contact import screen                               |

### More Actions

Inside the **Actions** menu, click **More** to access additional operations:

| Action                 | Result                                                          |
| ---------------------- | --------------------------------------------------------------- |
| `Remove Tag`           | Remove a specific tag from the selected contacts                |
| `Clear Custom Field`   | Erase the value inside a Custom Field for the selected contacts |
| `Disable Bot`          | Turn off the Bot for the selected contacts                      |
| `Enable Bot`           | Turn the Bot back on for the selected contacts                  |
| `Archive Conversation` | Archive the conversations belonging to the selected contacts    |

<Warning>
  The `Delete` action permanently removes contacts and cannot be undone. Use filters to make sure your selection is accurate before confirming a bulk delete.
</Warning>

## 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.

### Export via the Actions Menu

<Steps>
  <Step title="Open the Contacts page">
    Go to the **Contacts** menu from the left sidebar.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Choose the Export action">
    Click **Actions**, then select **Export**.
  </Step>

  <Step title="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.
  </Step>
</Steps>

<Warning>
  The exported CSV file contains personal customer information. Store it securely and avoid sharing it publicly to protect your customers' data.
</Warning>

### 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:

<Steps>
  <Step title="Connect your Google account">
    Go to **Settings → Integrations** and connect your Google account to ChatbotX.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>
</Steps>

<Note>
  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.
</Note>