CRM & Data Management

By Alex Mishyn

• 11 articles

Internal CRM overview

The platform's internal CRM system allows you to effectively manage your leads, companies, and lists. It consists of four main sections, which are represented by the corresponding tabs: Contacts, Accounts, Lists, and Imports. 1. Contacts Tab This section contains all contacts imported into the system. On the left side of the screen is the filter management menu (1), which allows you to easily sort and search for leads. A detailed overview of working with filters can be found in the article: [CRM Filters Overview]. You can select contacts in bulk (all on the page or a custom number) or selectively. A quick actions panel (2) is available for the selected contacts, allowing you to: - Add contacts to an automation or remove them from it (Automation). - Add or remove tags (Tag). - Change the pipeline stage (Pipeline Stage). - Move contacts to another list (List). - Send contacts for instant data enrichment (Enrich). - Delete contacts (Delete) or export them to a CSV file or via a Webhook (Export). - Create a manual task (Create task). By clicking on a contact's first and last name, you open the contact card with detailed information. An overview and functionality of contact cards can be found in the article: [Contacts & Accounts CRM Cards Overview]. A short summary of each contact's status and activity is displayed next to their name, divided into three sections: - Summary (1): Shows the number of active automations, current tasks, and notes created for this contact. - LinkedIn (2): Displays the profile status (blue icon means the profile is found, gray means not found), as well as communication counters: the number of incoming, outgoing, and read messages on LinkedIn. - Email (3): Displays the email address status (yellow icon means the email is found, gray means not found), as well as correspondence statistics: the number of incoming, outgoing, read emails, and link clicks. 2. Accounts Tab This section is designed for managing saved companies. You can import companies manually into the system, or they will be created automatically during contact imports (a company is created based on the current employer listed in the contact profile). Just like in the Contacts section, a set of filters is available on the left to search for the required organizations. For the selected companies, you can perform the following actions: - Add or remove tags (Tag). - Change the pipeline stage (Pipeline Stage). - Delete or export data. - View Contacts linked to this company in your database. Clicking on a company name opens the company card. A detailed overview of its functionality can be found in the article: [Contacts & Accounts CRM Cards Overview]. 3. Lists Tab Lists — serve as the basic file system (folders) where your contacts and companies are stored. - Find a list by its title using the Search by name (1) in the upper-left corner. - To add a new list, click the Create new list (2) in the upper-right corner. - By clicking on the numbers next to the list name, you can quickly switch to viewing all the contacts or companies saved (3) within it. - Using the three-dot icon (4) next to the list, you can copy its identifier (Copy List ID), Rename or Delete it. 4. Imports Tab This section manages all import processes into your CRM. The system supports four types of imports: - Basic LinkedIn Search (Basic Search). - Sales Navigator Search. - LinkedIn Activity. - File import (CSV). A full explanation of the setup and logic of each import type can be found in the corresponding article: [Working with Imports in CRM: A Complete Guide].

Last updated on Jul 02, 2026

Working with Imports in CRM: A Complete Guide

The Imports tab is a single control center for downloading and updating data in the CRM. Here you can import data from LinkedIn, upload your own CSV files, and update existing contacts and companies. Imports Page Overview The page interface is visually divided into two main sections: 1. Import type selection menu (1): Located on the top navigation bar. Here, you choose the necessary tool to launch a new import. 2. Import history (2): The central field displays a list of all previously launched processes, their current status, and detailed information. Import History and Progress The table on the main page allows you to monitor the importing process in real time. For each import, its type, the list for saving, and the current status are indicated (Running - in progress, Completed - successfully finished, Error - stopped due to an error). The Import Progress block is a clickable statistics section that shows the statuses of the processed contacts or companies: - Queued: The number of profiles currently in the queue for importing. - Saved: The number of successfully saved new contacts or companies. - Duplicates: The number of duplicates found (contacts that already exist in your CRM). - Blacklisted: Number of skipped profiles because they are included in stoplists. - Errors: The number of profiles that failed to upload. Importing from LinkedIn Search (Basic Search and Sales Navigator) This tool allows you to automatically collect contacts or companies from LinkedIn search results. When you click the desired tool in the top menu, a list of available search subtypes will expand: - Basic Search: - Contacts search: Import contacts from standard LinkedIn search results. - Accounts search: Import companies from standard LinkedIn search results. - Sales Navigator Search: - Leads search: Import Sales Navigator search results. - Saved leads search: Import from a saved search query. - Leads list: Import from a saved lead list in Sales Navigator. - Accounts search: Import from the company search page. - Saved accounts search: Import from a saved company search query. - Accounts list: Import from a saved company list. 🟢 Tip: LinkedIn search algorithms allow you to view and import a limited number of contacts in a single search query (up to 1,000 in Basic Search, up to 2,500 in Sales Navigator, even if the search counter shows a higher number of results). Build your search queries so that the number of results does not exceed these limit values. How to Launch an Import After selecting the required subtype, a settings modal window will open. In it, fill in the mandatory (first 3) fields: 1. URL: Paste the copied link to your LinkedIn / Sales Navigator search here. 2. List: Select the CRM list where the profiles will be saved. 3. Sender Profile: Select the working account on whose behalf the system will perform this process. 🟡 Note: - In a Basic Search import, make sure to select the exact Sender Profile from which the search query was formed. - In a Sales Navigator Search import, make sure to select a profile that has an active Sales Navigator plan connected (such profiles are marked with a blue compass icon). 🟢 Tip: The rest of the settings in this window are optional. Learn about their purpose in the section below - "Additional and Advanced Settings". LinkedIn Activity Import This block is designed to collect a warm audience based on your network and interactions. My Network Imports all people who are in your connections (1st-degree connections). 1. Select the My Network import type. 2. Select the List for saving. 3. Specify the Sender Profile whose contacts need to be imported. My Conversations Imports exclusively those people with whom the selected Sender Profile has open dialogues (chat history) on LinkedIn. 1. Select the My Conversations import type. 2. Select the List for saving. 3. Specify the Sender Profile from which contacts need to be imported. Post Engagement Collects the audience that reacted to a specific publication. 1. Select Post Engagement. 2. Paste the URL of the publication (this can be a post by any LinkedIn user). 3. Select the type of reaction you are interested in: Likes, Comments, Reposts. 4. Select the List for saving and the Sender Profile that will import the data. 🟢 Tip: The rest of the settings in this window are optional. Learn about their purpose in the section below - "Additional and Advanced Settings". Importing Data via CSV Files For working with your own databases, importing using CSV files is available. 🟡 Note: The file size must be no more than 15 MB and contain no more than 15,000 rows. How to Launch an Import 1. Select CSV ➔ Import contacts / accounts in the menu. 2. In the modal window, upload your CSV file and select the List for saving. 🟢 Tip: The rest of the settings in this window are optional. Learn about their purpose in the section below - "Additional and Advanced Settings". 3. Click Continue to move to the field mapping stage (Match fields). Here you need to specify to the system which column from your file corresponds to the system field. 🔴 Critically important regarding the LinkedIn ID field: The system field LinkedIn ID is key for identification. Be sure to map it to the corresponding column in your file. The following formats are accepted in the cells of this column: | Format | Example | | --- | --- | | Direct link | https://www.linkedin.com/in/yevhen-voloshyn/ | | LinkedIn Nickname | yevhen-voloshyn | | SalesNavigator-ID | ACoAADljoTIBysr2H9MUpkYs1S1uILsMdsyXs58 | | LinkedIn-ID | ACoAADljoTIBysr2H9MUpkYs1S1uILsMdsyXs58 | Rules for other fields: - All other fields (Name, Company, Email, etc) are optional. - If your table does not have this information, leave the corresponding mapping empty. In this case, the system will automatically find and fill in the missing data during the import. - All cells in the mapped column of the CSV file must be filled. If a column is mapped but contains empty cells, the system will not look up this information but will simply write an empty value (null) into the CRM. 🟢 Tip: The rest of the settings in this window are optional. Learn about their purpose in the section below - "Additional and Advanced Settings". Additional and Advanced Settings In each import modal window (both for LinkedIn and CSV), optional fields and an Advanced settings block are available to you. They are not mandatory to fill out, but they provide flexible control over the database during upload: - Tags: A field for entering tags that will be bulk-assigned to all new contacts from this import. - Add tags to duplicate contacts: If you enable this toggle, when the system detects a duplicate (a contact that is already in the database), it will not create a new card but will simply add the tags you specified in the import settings above to the existing one. - Move to list if already saved: If the system finds a duplicate that is already saved in "List A", and you are importing into "List B", activating this function will force the system to move this contact to the new list. The contact's data will not be overwritten. It will simply change its folder. - Repeat Import Period: Allows you to schedule automatic repetition of this import (e.g, weekly). The system will regularly check the source and import only new contacts that start matching the search criteria. Updating Existing Data via CSV File The Update Contacts and Update Accounts functions are used when it is necessary to bulk-update or supplement information in already existing CRM cards (e.g, to upload new email addresses, update job titles, add phone numbers, etc). For a successful update, your table must contain a column with a key identifier (LinkedIn ID, System ID (the platform's internal identifier), or Email address) by which the system can accurately recognize exactly which contact or company needs an information update. The file must also contain columns with the new data itself. 1. On the top panel, select the Update Contacts / Update Accounts option from the CSV dropdown menu. 2. Upload the prepared CSV file with the updated data. 3. In the System field dropdown, select the key identifier (LinkedIn ID, Grinfi ID, or Email) by which the system will search for matches in your database. 4. At the field mapping stage (Match fields), select only those columns from which the information needs to be updated or added. The system will overwrite or supplement the data in the existing cards. Uploading Stoplists Through the CSV menu, you can also bulk upload lists of contacts or companies to the global stoplist (Contacts Stoplist, Accounts Stoplist). This feature is used to ensure that specific people or companies are excluded from automations. Learn more about this functionality in the article: [Stoplists: How to Block Contacts and Companies in Grinfi] Import Schedule and Processing Speed 1. CSV imports: Take place directly on the platform's servers. Usually, they are processed very quickly - from 2 to 30 minutes, depending on the file size and platform load. 2. LinkedIn imports: All data collection processes on LinkedIn are executed by the Sender Profile. Import speed depends on the profile's working schedule (Server Schedule) and daily limits. If the profile is in Out of Schedule status or has reached its configured limit, the import will be paused. It will automatically resume as soon as the Sender Profile enters a new working cycle.

Last updated on Jul 02, 2026

Tags Management

Tags are a tool for the flexible segmentation of your database. With tags, you can label contacts or companies based on specific criteria. 🟡 Note: An unlimited number of tags can be assigned to a single contact or company at the same time. All existing tags are stored in one place. To access them, open the left side menu, go to the Settings section, and select the Tags tab. Tags Table Overview The section's interface contains all the necessary tools for working with tags. Below is a detailed breakdown of each element: 1. Search by name: A field for quickly finding a tag by its name. 2. Create Tag: A button to add a new tag. Clicking it opens a modal window where you simply enter the name and save- the new tag will immediately appear in the table. 3. Name: A column displaying the names of all existing tags in your workspace. 4. Contacts Count: The number of contacts currently assigned this specific tag. 🟡 Note: This field is clickable. Clicking the number will automatically take you to a filtered view of these contacts in the CRM. 5. Author & Creation date: Information regarding which team member created this tag and its exact creation date. 6. Actions: Tools for managing existing tags: - Pencil icon: Allows you to edit the tag's name. - Trash bin icon: Deletes the tag. 🟡 Note: Deleting a tag from this table will permanently and automatically remove it from all contacts and companies to which it was assigned. Practical Use of Tags in the CRM Once your tags are created, you can actively use them while working with your contact and company database. Bulk Assigning and Removing Tags To add or remove tags for a selection of contacts simultaneously: 1. Go to the Contacts or Accounts section in the CRM. 2. Select the desired records using the checkboxes. 3. On the top action bar, click the Tag menu. 4. Select the Add tags or Remove tags option. 5. Choose the required tags from the list or enter their names. Individual Assigning and Removing Tags You can edit tags directly inside the card of each contact or company: 1. Open the contact card by clicking on it. 2. Locate the Tags field on the right side panel. 3. Click on the field to add existing tags or remove them (by clicking the cross icon next to the tag name).

Last updated on Jul 02, 2026

Stoplists: How to Block Contacts and Companies in Grinfi

The Stoplists function allows you to forcefully stop, cancel, and block any automated activities for a specific list of contacts or companies. To open the stoplist management window, navigate to the side panel and go to Settings ➔ Stoplists This section is divided into two tabs: Contacts (for individual people) and Accounts (for entire companies). How the Blocking Mechanism Works - For existing profiles: If a contact or company you add to the stoplist already exists in your CRM database (even if they are currently in an active automation), all activities for them are terminated immediately, and their cards are automatically deleted from the CRM. - For future imports: If an attempt is made later to upload this profile during a new import, the profile will receive a blacklisted status in the import statistics and will be blocked from entering the CRM. 1. Contact Stoplist (Contacts Tab) In this tab, you manage the blacklist for individual users. You can add contacts in two ways: Adding Manually Used when you need to quickly block one or a few individuals. 1. Click the Add Manually button in the upper-right corner. 2. In the modal window, fill in the contact details. 3. Complete the LinkedIn ID field: This is the only critical field required. You must paste a direct link to the contact's LinkedIn profile, their LinkedIn ID, or their Sales Navigator ID. The system uses this unique parameter to guarantee the contact is recognized and blocked. 4. Other fields (Name, Company, Work Email, etc) are optional and can be left blank. Bulk Upload via CSV If you have a list of contacts that need to be blocked in bulk, use the CSV upload option. 1. Click the Import CSV button. 2. Upload your CSV file (maximum size is 15 MB, up to 15,000 rows). 3. During the Match fields stage, make sure to map the system field LinkedIn ID to the corresponding column in your spreadsheet. All other fields are optional and can be left unmapped (left Empty). 2. Company Stoplist (Accounts Tab) If you need to block communication with all employees of a specific organization, add it to the Accounts tab. The operational mechanics here are identical to those for contacts. Adding Manually or in Bulk Similarly, you can click Add Manually or upload a CSV file. To successfully block a company, you only need to provide one of three parameters: Company Name, Domain, or LinkedIn ID. 🔴 Identification Specifics via Company Name: Keep in mind that different companies on LinkedIn often share identical names. When blocking a company solely by its name (the Company Name field), the system will block absolutely all companies that match that exact name. 🟢 Tip: The most reliable way to block a company is by using its LinkedIn ID parameter. Managing Stoplists Data All added contacts and companies are displayed as a list within their respective tabs. You have full control over these records: - Editing: Click the pencil icon next to a contact or company to open and edit its record. - Unblocking (Removing from Stoplists): Select the desired records using the checkboxes and click Delete for bulk removal, or click the trash bin icon next to a specific contact or company to remove it individually. Alternative Method for Bulk Upload You do not necessarily have to go directly to the Stoplists section for bulk uploads. This can also be done from the import management panel: - Go to the side panel and navigate to CRM ➔ Imports. - Open the CSV dropdown menu on the top panel. - Select the Contacts stoplist or Accounts stoplist option and upload your file following the standard procedure. The result will be identical.

Last updated on Jul 02, 2026

Pipeline Stages Management

Pipeline Stages - are specific statuses assigned to each contact to easily track their progress and position within the sales funnel inside the CRM. 🟡 Note: A contact can only be assigned to one stage at a time. If you change a contact's stage, their status is updated to the new one, and they are automatically removed from the previous stage. To access the settings, open the left side menu, go to the Settings section, and select the Pipeline Stages tab. Pipeline Stages Management Table Overview On the Pipeline Stages page, you will see a table containing all existing stages. For each record, the following is specified: - Name (1): The name of the stage. - Category (2): The "warmth" category of the stage. - Contacts count (3): The number of contacts currently assigned to this stage. 🟡 Note: This number is clickable. Clicking it will automatically take you to the CRM, displaying all contacts with that specific status. - Created (4): The creation date of the pipeline stage. - Creator (5): The username of the team member who created the stage. Automatic (System) Stages By default, the system provides a basic set of 4 system stages that help track initial interaction with a contact. These stages are assigned automatically by the platform: - New: A contact with whom there has been no interaction yet. - Approaching: The contact has been added to an automation, and outreach has begun. - Engaging: The contact has accepted your Connection Request within the automation, and the subsequent steps of the campaign continue to execute. - Replied: The contact has replied to your message. 🟡 Примітка: System statuses are linear. Once a contact has progressed past a certain stage (e.g, moved to the Replied status), you cannot manually revert them to a previous automatic stage (e.g, back to Approaching). Basic and Custom Stages In addition to the 4 automatic statuses, Grinfi provides a ready-made basic set of manual stages (e.g, to mark positive or negative replies, irrelevant contacts, etc). You can start using them immediately, adapt them to your needs, or create entirely new custom stages. How to Create a New Stage: 1. Click the Create Pipeline Stage button in the upper-right corner. 2. In the modal window, enter the stage name (1). 3. Select a category (2). There are 4 available options: Cold, Engaging, Positive, and Negative. Categories help visually separate the warmth of the audience. 4. Click Create. Editing and Sorting You can change the order of manual stages to build the correct logical sequence for your sales pipeline. To do this, simply "grab" the desired stage using the dotted drag handle located to the left of the stage name and move it higher or lower in the list. You can also edit the name and category of any basic or custom stage you created by clicking the pencil icon on the right. Practical Use of Pipeline Stages in the CRM Once your pipeline has been configured, you can actively use stages in your day-to-day lead management activities. Contact Filtering Go to the Contacts section in the CRM. On the left filter panel, you can select Pipeline Stage to find everyone who is at a specific stage of negotiations. Assigning a Stage (Changing Status) You can move contacts to new stages manually. This can be done in two ways: 1. In Bulk: In the general Contacts table, select the desired contacts using the checkboxes, select the Pipeline Stage option on the top panel, and apply the new status to the entire group at once. 2. Individually: Open the card of a specific contact by clicking on them. On the right-hand panel, locate the Pipeline stage field and select the desired manual stage from the dropdown menu. Navigation in Messenger Pipeline stages are also integrated into the Messenger section. On the top panel above the chat list, all of your stages are displayed as tabs. By clicking on any stage, you can instantly filter conversations and view only the chats associated with contacts currently assigned to that status.

Last updated on Jul 02, 2026

Importing Individual Profiles via Chrome Extension

Instead of creating a separate bulk import in the CRM every time you need to add a single person, you can use the browser extension. This allows you to save contacts to your CRM directly from their LinkedIn profile in just a few seconds. 📥 Installation: You can download and install the extension from the official Chrome Web Store using [this link]. Saving a New Contact If you are viewing a person's LinkedIn profile who is not yet in your CRM, and you want to add them: 1. Click on the extension icon in your browser's toolbar. 2. The extension will automatically collect basic information from the page and show you a preview window. 3. In this window, you can review and, if necessary, edit the collected data (1): First Name, Last Name, Headline, and Company Name. 4. From the dropdown menu, select the list (2) where you want to save this profile. 5. Click the Add to selected list button (3). The contact will be instantly saved to your CRM. Working with Existing Contacts If you open the extension on the page of a person who is already saved in your workspace, the extension interface will adapt and provide different capabilities: - View System Information: You will see the current data for this contact as it is recorded in the system (company name, profile link, and their unique LinkedIn ID). - Status and Location: The extension will notify you that the profile has already been found in the database, indicating the specific list where it is currently located and the exact date it was added. - Quick Access to CRM: Using a dedicated button, you can instantly navigate directly to this contact's card inside the CRM system. - Move Between Lists: If you need to move this person to another list, simply select a new list from the extension's dropdown menu and click the Move to selected list button.

Last updated on Jul 02, 2026

Find Contacts Feature: Step-by-Step Guide

The Find Contacts function allows you to perform targeted searches for specific decision-makers within a predefined list of companies. This feature eliminates the problem of accidental or irrelevant search results in Sales Navigator, enabling you to get contact data for specific decision-makers exclusively from the businesses that interest you. 🟡 Note: This feature is currently in beta testing and is designed for targeted search tasks. Due to a complex, multi-step algorithm, the search process may take anywhere from several days to a week to complete. This import type is resource-intensive and consumes a significant amount of the Sender Profile's search page limit. Step 1: Creating a Job Title Filter (Preparation Stage) To help the system understand exactly whom to look for within your selected companies, it needs a job title template. - Go to LinkedIn Sales Navigator and create a search query specifying only the target job titles (e.g, CEO, Founder, CMO). - 🟡 Note: Do not apply any other filters (such as location, industry, or company size). The goal of this step is to create a clean set of target positions. - Copy the URL link of this search page from your browser's address bar. - In Grinfi, open the left side menu, navigate to Settings section ➔ LinkedIn Filters. - Click the Create New LinkedIn Filter button. - In the modal window, enter a clear name in the Persona Name field (1) and paste your copied link into the Sales Navigator Leads Search URL field (2). - Click Create. Step 2: Collecting the Target Company Database The next step is to add the list of companies where you want to search for contacts based on your defined job titles into the CRM. You can import companies in three ways: - Via Basic Search ➔ Accounts search - Via Sales Navigator Search ➔ Accounts search / Saved Accounts search / Accounts list - Via CSV ➔ Import Accounts. 🟡 Note: If you are importing companies via a CSV file, the spreadsheet must include a column with direct links to the companies' LinkedIn profiles. This value is required for the platform to perform an accurate search. The system cannot locate companies based solely on text names. Step 3: Launching the Contact Search (Find Contacts) Once your job title filter is created and your target companies are uploaded, you are ready to launch the process. - Go to the main CRM section ➔ Accounts. - Filter and select the companies from which you want to find contacts. - Click the Find Contacts button on the top toolbar. - A launch modal window will open, where you need to configure the search parameters: - (1) Sender profile: Select a Sender profile that has an active Sales Navigator subscription. - (2) Contacts count: Specify the maximum number of contacts the system should find and download for each company. - (3) Prioritize contacts with premium account: Activate this (optional) to prioritize importing contacts who have a LinkedIn Premium account. - (4) Move to list if already saved: Activate this (optional) so that if duplicates (contacts already existing in your CRM) are found, the system will move them to the specified list. - (5) LinkedIn Filters: Select the exact job title filter you created in Step 1 from the dropdown menu. - (6) List: Choose the list where your new contacts should be imported. - (7) Tags: Optionally, specify any tags you want to assign to the imported contacts. - Click Submit to launch the search process.

Last updated on Jul 02, 2026

Dashboard Overview: Analytics & Statistics

The Dashboard section is the analytics center of the Grinfi platform. Here, you can track outreach performance, analyze conversion rates, and evaluate the effectiveness of each Sender Profile. Data Display Management All statistics are divided into two main tabs: LinkedIn and Email. At the top navigation panel of both tabs, you will find data filtering tools. They allow you to flexibly customize exactly what information you want to analyze: - Time filter (1): Allows you to select the analysis period. You can use ready-made presets or set a custom date range on the calendar. - Automation filter (2): Allows you to display statistics not for the entire workspace, but exclusively for one specific active campaign. Metric Counting Principle (Data Unification) To ensure accuracy, the system utilizes a contact-oriented calculation logic. All key metrics (Messages Sent/Opened/Replied) are aggregated based on the number of unique contacts, rather than the absolute volume of actions performed. This means that multiple system touchpoints with a single profile (or a series of replies from it) within the selected period are recorded as a single conversion event. This approach eliminates statistical distortion caused by message threads. LinkedIn Tab This section displays all the statistics of your communications via the LinkedIn social network. Structurally, the tab is divided into three blocks: general metrics, a chart, and sender profile statistics. General Metrics (Widgets) At the top of the screen, the key numerical indicators of your activity for the selected period are displayed: - Connections Sent: The number of sent connection requests. - Connections Accepted: The number of accepted connection requests. - Messages Sent: The total number of sent messages. - Messages Opened: The number of read messages and the open rate percentage. - Messages Replied: The number of received replies and the conversion rate into replies (Reply Rate). - InMails Sent / InMails Replied: Statistics for sent premium InMail messages and replies to them. If necessary, these results can be exported as a table with numerical data for further analysis. To do this, use the Export to CSV function. Chart (Diagram) Below is an interactive chart that visualizes the dynamics of these metrics. Hovering your cursor over a specific point on the chart displays the exact indicators for that particular day or week. Statistics by Sender Profiles At the very bottom of the page is a table that duplicates all the presented metrics but breaks them down by individual Sender Profile. This allows you to compare performance across different Sender profiles. Email Tab This tab contains email outreach statistics. The interface and functionality (chart, filters, and Sender Profile table) are identical to the LinkedIn tab, but the metrics are tailored specifically for email marketing. Key Email Metrics: - Emails Sent: The number of successfully sent emails. - Emails Opened: The number of opened emails. - Links Clicked: The number of clicks on links contained within the emails. - Emails Bounced: The number of emails that could not be delivered (due to a sending error, a full mailbox, or a non-existent address). - Email Unsubscribed: The number of contacts who used the link to unsubscribe from your campaign. - Emails Replied: The number of received replies from contacts. 🟡 Note: To track events such as Emails Opened, Links Clicked, and Email Unsubscribed, you must link a CTD (Custom Tracking Domain) to each sender email address. Without an established CTD, these metrics will always remain at zero, regardless of the recipients' actual activity. Detailed setup instructions can be found in the article: [Set up a Custom Tracking Domain].

Last updated on Jul 02, 2026

Custom Fields Management

Custom Fields (Variables) - are additional variables that you can create yourself to fill in specific information about your contacts, companies, or Sender profiles. Custom variables are used to enhance message personalization within automations. 1. Interface Management Overview (Settings Section) All the variables you create are located in one place. To access them, open the left side menu, go to the Settings section, and select the Custom Fields tab. The section's interface contains all the necessary tools for creating and editing variables. Below is a detailed breakdown of each element: 1. Entity Tabs (Contacts / Accounts / Sender Profiles): Switchers that allow you to create and view variables separately for contacts, companies, or Sender Profiles. 2. Search by name: A search field to quickly find the required variable by its name. 3. Create Custom Fields: A button to add a new variable. Clicking it opens a modal window where you need to enter a name for the field and click Create. 🟡 Note: The variable name can only contain Latin letters, numbers, and underscores. Other symbols in variable names are not allowed. 4. Name: A column displaying the names of all existing custom variables. 5. Contacts Count: The number of contacts (or companies) in whose cards the specific variable is already populated with data. 🟡 Note: The number is clickable. By clicking it, you will be redirected to the CRM showing all contacts (or companies) that have this variable filled out. 6. Author & Creation date: Information regarding which team member created the variable and its creation date. 7. Actions: Tools for managing variables: - Pencil icon: Allows you to edit the variable name. - Trash bin icon: Permanently deletes the custom variable. 2. Populating Custom Variables with Data The created variable must be filled with information so that the system has content to substitute when using it. This can be done in several ways: Bulk Import via CSV File (For Contacts and Companies) The most convenient way to add custom variables is to upload them via a CSV file directly when importing new contacts, or by using the Update function to update existing ones. 1. In the CRM, go to the Imports section and select the CSV tab (the Import Contacts/Accounts or Update Contacts/Accounts function). 2. Upload your spreadsheet, where one of the columns contains unique data for the custom variable. 3. During the field mapping stage (Match fields), the system will show all your created custom variables at the bottom of the list, right after the system fields. Match your custom variable with the corresponding column from the file. 🟡 Note: Bulk population of custom variables can only be done by uploading a CSV file or using API calls. When importing directly from LinkedIn (Basic Search, Sales Navigator Search, or LinkedIn Activity), these fields cannot be populated automatically. Individually in the CRM (For Contacts and Companies) 1. Open the card of a specific contact or company. 2. On the right side panel, find the Custom fields block. 3. All your created variables will be displayed there. Click on an empty field, type the required value manually, and it will be saved automatically. Populating Custom Variables for Sender Profiles If you created a custom variable specifically for a Sender Profile: 1. Go to the Sender Profiles section. 2. Click the Settings button next to the required account. 3. In the profile settings, find the Custom fields block and enter the necessary value. 3. Using Custom Variables in Automations The main purpose of custom variables is dynamic text insertion within your outreach campaigns. When creating or editing an automation in the builder, within the relevant node (for example, Send Message): 1. Click the Insert variables button above the text entry field. 2. In the modal window, select the required tab (Contact, Account, or Sender Profile). 3. Scroll down the list - there you will see all your custom variables. 4. Click on the required variable, and it will be added to your message text in the format: #{{ field_name }}. When the message is sent, the system will automatically retrieve the value from the contact card (or company card) and insert the specific value that was uploaded or entered for that particular record. 🟡 Note: If a variable happens to be empty for a contact, the system will simply skip it without inserting anything (leaving a blank space). 🟢 Tip: If you need to substitute alternative text in case a variable is empty, use the following formula: {% if custom_field %}#{{ custom field }}{% else %}text{% endif %} In this formula: - Instead of custom_field insert the name of your variable. - Instead of text insert the fallback text to be used if the custom variable is empty. You can use either static text or another variable in the #{{ field_name }} format.

Last updated on Jul 02, 2026

CRM Filters Overview

The Grinfi CRM system offers a powerful filtering tool that allows you to flexibly segment your database, find the necessary contacts for targeted interactions, and form the most relevant audiences. You can use both the basic filter panel and the advanced builder to construct complex selection logic. Filter Combining and Query Logic All standard filters on the left panel can (and should) be combined with each other. You can set multiple parameters simultaneously to narrow down your search circle as much as possible. For each applied filter, an exclusion rule can be used by clicking the ⊘ button. Example of how this mechanism works: - If you select the tag "CRO" from the menu, the system applies the filter and shows all contacts that have this tag. - If you then click the ⊘ symbol next to the applied filter, its logic changes to the opposite (Exception)- the system will show you all contacts in the CRM that do not have this tag. 🟡 Note: All complex filters that contain multiple fields for entry (e.g., Experience, Education, Activity, etc.) do not require you to fill out absolutely every single field. The filter will work successfully even if only one parameter is entered. All other fields within such a filter are optional and are designed for refining the query. 🟢 Tip: When building complex filter combinations in the basic filter panel, always analyze the logic of their intersection. The algorithm combines different filter categories using logical AND/OR/NOT. After building a filter combination, click on View Advanced Filter at the bottom of the filter panel to ensure the correct application of logical operators. Contact Filters (Contacts Tab) Personal, Contact, and Professional Data - Full Name: Search by the contact's first and/or last name. - Current Company: Search by the current company where the contact works. - Location: Filtering by geolocation. - Social Profiles: Search by the availability of accounts: Has LinkedIn Profile, Has Facebook Profile, Has X (Twitter) Profile. - Email Status: Filtering by email availability (Has Work Email, Has Personal Email). - Phone Status: Filtering by phone number availability (Has Work Phone, Has Personal Phone). - Position: Search by the exact job title. - About: Search by keyword in the "About" section of the LinkedIn profile. - Experience: A complex filter for searching by career history. It allows you to specify exact parameters: - Company name: Name of the company. - Description: Keywords in the description of job responsibilities. - Location: Location of the workplace. - Position: Exact job title. - Employment type: Type of employment. - Start date / End date: Date ranges for the start and end of work in this position. - Education: Detailed search by educational background. It includes the following fields for selection: - Degree: Academic degree obtained. - Description: Additional educational details or description. - Field of study: Area of study or specialization. - School name: Name of the educational institution. - Start date / End date: Period of study. - Skills: Search by the skills specified in the profile. - Connections: Filtering by the range of the number of connections on LinkedIn. - Followers: Filtering by the range of the contact's follower count. - Premium Features: Search by account status: Open profile, Verified profile, Has premium. Content Metrics (Posts) This block searches for contacts based on engagement and the content of their publications on LinkedIn. - Comments number: Filtering by the range of the number of comments under a publication. - Reactions number: Filtering by the range of the number of reactions under a publication. - Content: Search for contacts whose publications contain a specific word or phrase. - Posted at: Search for contacts who made posts within the specified date range. Internal Segmentation - List: Displays contacts located in the specified list. - Tag: Selection of contacts by assigned internal tags. - Pipeline Stage: Filtering contacts by their current pipeline stage. - Created by Import: Selection of contacts that were added through the selected import. - Company Name: Search by the name of the employer company. - Last Enrich At: Filtering by the date when the contact's profile was last enriched with data. - Created At: Filtering by the creation date of the contact card in the CRM. - Custom Fields: Search by specific values of your custom variables. - Unread counts: Filtering contacts by the number of unread messages. Deep Filters: Automation, Activity, and Markers 1. Automation: Tracking status in automations. - Enter Automation: Selecting a specific automation. - Enter Segment: Selecting a segment within the automation. - Enter Sender Profile: Selecting the sender profile with which the contact interacts. - Enter Status: The current status of the contact. - Period: The time period during which the contact acquired a status or participated in an automation. 2. Activity: Detailed log of system events. - Type: Event type (e.g, Email sent, Contact created, LinkedIn message replied). - Sender Profile: The sender profile from which the activity occurred. - Automation: The automation within which the event took place. - Segment: The automation segment. - Node ID: The identifier of a specific automation node. - User: The system user responsible for the event. - Created At: The date and time when the activity occurred. 3. Markers: System counters and timestamps of interactions. Select a marker and define a numerical range or date range. Available markers: - Last Message Type: Type of the last message. - First LinkedIn Message Sent At: The date or range of sending your first message on LinkedIn. - Last LinkedIn Message Sent At: The date or range of sending the last message on LinkedIn. - Count of Sent LinkedIn Messages: The total number of sent messages on LinkedIn. - Count of Inbox LinkedIn Messages: The number of incoming messages from the contact on LinkedIn. - Count of Read LinkedIn Messages: The number of read messages on LinkedIn. - Count of Clicked LinkedIn Messages: The number of link clicks in your LinkedIn messages. - First Email Message Sent At: The sending date of the first Email. - Last Email Message Sent At: The sending date of the last Email. - Count of Sent Email Messages: The number of sent Emails. - Count of Inbox Email Messages: The number of incoming Emails from the contact. - Count of Read Email Messages: The number of read Emails. - Count of Clicks in Email Messages: The number of link clicks in Emails. - Unsubscribed Emails At: The date when the contact unsubscribed from the mailing list. - Marked as Attention Needed At: The date when the contact received the status of requiring attention. Account Filters (Accounts Tab) The Accounts section has its own adapted filter panel. Each filter is responsible for a specific company parameter. - Company Name: Search by the official company name. - Domain: Search by the corporate website domain. - Social Profiles: Filtering companies by the presence of public pages: Has LinkedIn Profile, Has Facebook, Has X (Twitter). - Headquarter Location: Filtering by the country or city where the main office is located. - Company Industry: Search by the business's field of activity. - Employees Range: Selection by the official company size range (e.g, 11-50, 51-200 employees). - Followers Count: Filtering by the number of followers on the company's LinkedIn page. - Employees on LinkedIn Count: Selection by the actual number of company employees on LinkedIn. - Year Established: Search by the founding year of the organization. - Specialities: Search by key specializations. - Lists: Displays companies added to the selected list. - Tag: Selection of companies by assigned internal tags. - Created by Import: Filtering companies that were created or added during a specific import. - Pipeline Stage: Selection of companies by the current sales pipeline stage. - Activity: Tracking system events at the company level (has the same parameters as Activity in contacts). - Markers: Filter by interaction metrics and dates related to the company as a whole. - Created At: The date and time the company card was added to your CRM. Advanced Filter If you need to build a complex query with multi-level conditions and exclusions, use the Advanced Filter. It allows you to create precise selections using logical operators. To open it, click the View Advanced Filter button in the lower-left corner of the screen. Rules and Groups In the advanced filter, you work with two entities: 1. Rule: This is a single condition for a specific field. 2. Group: This is a container where you can place multiple rules and set a common logic for them. Logic Operators For each group or combination of rules, you set a main operator: - AND: The contact must match all rules. - OR: The contact must match at least one rule. - NOT: Strict exclusion. The contact must not have the specified parameters. Comparison Operators When you create a specific rule and select a field, you need to specify a matching condition. The system offers the following operators: - == (Exact match): The value must match character for character. - != (Not equal to): The value must not be identical to the entered text. - Contains: Searches for a part of a word or phrase. - Not contains: Excludes contacts containing the specified word or part of a word. - Is empty: Finds contacts where the field is blank. - Is not empty: Знаходить контакти, у яких поле має певне значення.

Last updated on Jul 02, 2026

Contacts & Accounts CRM Cards Overview

In the Grinfi internal CRM system, a dedicated, detailed page is assigned to each lead and each organization - the contact card and the account (company) card, respectively. These cards store the entire history of interactions, data for personalization, and tools for sales pipeline management. Part 1: Contact Card The contact card is the main communication management center. To open it, go to the CRM, navigate to the Contacts section, and click on the desired person's name. The interface consists of the main workspace (1) with tabs in the center and a fixed information panel (2) on the right. Information Panel (Right Side) The key information is pinned here and always remains visible while you work with a lead: - Short contact details: The contact's first and last name, as well as their current position or profile headline, are displayed at the very top of the card. - Automation paused after reply: This indicator appears below the contact's position if they have replied to a message. Hover over the indicator and click Unpause Automation to remove the contact from pause mode and resume automations for them. - Channels: Available contact data: link to the LinkedIn profile, email address, phone number, etc. - Location & Time: The contact's physical location and their current local time. - Company Details: Brief information about the company listed in the contact's profile. - Pipeline stage: A dropdown menu for manually changing the pipeline stage. - Tags та List: Segmentation tools. You can manage tags or change the list where the lead is stored. - Custom fields: A list of all custom fields (variables) and their values. The fields are available for manual completion. Main Workspace Activity Tab Activity - is the main and most important tab that opens by default. It is a dynamic chronological log (timeline) that records every action related to this contact. The timeline consists of two main types of records: 1. System events and automation logs: Displayed as technical logs. They allow you to completely track the contact's path within the system. Available data includes: the source of the contact's import, data enrichment results, the history of sales pipeline stage changes, tag management, detailed execution logs for each automation step, etc. 2. Communication history (Conversations): All correspondence with the contact is displayed in the form of a convenient chat. For each message, the following information is shown: - Communication channel: A corresponding marker stands next to the message (LinkedIn icon, InMail icon, or Email envelope). - Message text: The full content of the template you sent or the reply received from the contact. - The exact time and date of each reply. Manual communication panel At the very bottom of the Activity tab, there is a panel for sending messages manually: - Sender Profile Selection (1): Allows you to choose the profile from which the message will be sent. - Channel Selection (2): Click on the adjacent icon to switch between communication channels (LinkedIn, InMail, Email, Note). The availability of channels depends on whether the person is in your contact network and the availability of their contact data. - Text field (3): Space for writing or editing a message. - Attach (4): A button for adding files or images to your message. - AI Templates (5): Button for quickly accessing previously created text templates. - Send (6): Button for sending the message. Other Workspace Tabs - Overview: An extended profile summary saved from LinkedIn. The Headline, About, Experience, Education sections, etc, are displayed here. This allows you to review information about the contact without navigating directly to their LinkedIn profile. - Tasks: A list of manual tasks for this contact, categorized by statuses: In Progress, Completed, and Canceled. - Automations: Shows exactly which automations this lead is currently participating in (Active) and which ones they have already completed (Finished). - Notes: A built-in editor where you can leave detailed notes about the contact for yourself or your team members. Advanced Actions In the upper right corner of the card, there is a three-dot icon (...) that opens an additional management menu. - Send to automation / Remove from automation: Add or forcefully remove a contact from the selected automation. - Mark as unread: Mark the dialogue history as unread. - Export webhook: Send contact data via a configured webhook to an external system. - Add to stoplist: Add the contact to the global stoplist (protection against any interaction with the contact within Grinfi). - Delete: Completely remove the contact from the CRM. Part 2: Account Card An account card is created in your CRM in two ways: 1. Through a separate import: Using a dedicated company import type (e.g, company search in Sales Navigator or CSV file import). 2. Automatically: When importing new contacts, the system reads the current workplace specified in the contact's profile and independently generates the corresponding account card. To open an account card, go to the CRM, navigate to the Accounts section, and click on its name. The interface consists of the main workspace (1) with tabs in the center and a fixed information panel (2) on the right. Account Information Panel (Right Side) The right-side panel is adapted for organization-related data: - Contact Data: Links to the company's LinkedIn page, its official website, and other data. - HQ Location & Time: The physical location of the headquarters and the local time. - Deal size: A field where you can manually enter the estimated amount of a potential deal. - Pipeline stage, Tags, Lists: Tools for moving the entire company through the sales pipeline and grouping it by lists or tags. - Custom fields: Variables that relate directly to the company. Account Workspace Tabs The central area is divided into three specific tabs: - Overview: General information about the company. This tab displays a detailed description, industry, specializations, contact details, and more. - Account map: A list of all contacts available in your CRM who work at the selected company. You can instantly assess which contacts are being engaged and navigate to their personal cards in one click. - Activity: A history of system events related to this company (import source, data enrichment results, pipeline stage change history, tag management, etc).

Last updated on Jul 02, 2026