How to find accounts without activity

Here is simple method to find accounts without activity.

It is very useful to know on which accounts there haven’t been any activity, this information can be used to follow up on the account or perhaps deactivate it.

This method can be used on:

  • Accounts
  • Contacts
  • Leads

For this tutorial, I will use accounts.

Here are types of activity that I will use to determine if there have been any activity on the record.

  • Appointment
  • Campaign Activity
  • Campaign Response
  • Email
  • Fax
  • Letter
  • Phone Call
  • Recurring Appointment
  • Service Appointment
  • Note

Here we go:

Step 1
Go to Marketing section -> Marketing Lists

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Step 2
Create new marketing list ‘Accounts without activity’
Select ‘Accounts’ for ‘Targeted at’ and leave the rest as it is, click ‘Save’

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Step 3
Now we are going to add all active accounts on the list.
Click ‘Manage members’, select ‘Add using Advanced Find’ and click on ‘Continue’
2016-03-22_10-45-23.png

Step 4
Find field ‘Status’ from the dropdown and select it, select ‘Active’ clicking on the button with three dots, the result should be ‘Status equals Active’ and click on ‘Find’
This means that we only want accounts that are active in the system, not interested for inactive accounts.
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Step 5
Select ‘Add all the members returned by the search to the marketing list’ and then click on ‘Add to Marketing List’
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What we have done so far, we have created marketing list and added all active accounts in the system, next part is to remove accounts with activity from the list.

Step 6
Click on ‘Manage Members’, select ‘Remove using Advanced Find’ and click ‘Continue’
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Step 7
Click on the first line and find ‘Activity Parties (Party)’
2016-03-22_11-04-21.png
Select it and it should look like this:
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Step 8
Click on ‘Find’ and it will return all accounts that have activity regarding the account, except ‘Notes’, Notes are not part of the ‘Activity Party’, we will find those later.
Select ‘Remove all the members returned by the search from the marketing list’ and click on ‘Remove from Marketing List’
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Step 9
Now we need to remove all accounts with note, click on ‘Manage Members’, select ‘Remove using Advanced Find’ and click ‘Continue’, same as step 6.
Click on the first line and find ‘Notes (Regarding)’ from the dropdown.
2016-03-22_11-15-56.png

It should look like this:
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Step 10
Click on ‘Find’ and it will return all accounts that have note on the account.
Select ‘Remove all the members returned by the search from the marketing list’ and click on ‘Remove from Marketing List’

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That’s it! 
The remaining accounts on the marketing list are those without activity.
You can for example use this marketing list for Quick Campaign to follow up.

Thanks for reading my post!

If you want to prevent duplicates in your system, check out this addon: http://duplicate.cowia.com/

 

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