A segment is a saved group of contacts defined by rules, such as "customers who ordered at least twice" or "leads from the website". Its members are worked out again every time you open it, so it never goes stale. The global search, in the sidebar, finds records of every kind from one box. This guide covers both.
Segments
Before you start
- Segments are available when your plan includes Customer segments.
- Every member can open the segments and see who is in them. Creating, exporting and archiving segments is for owners and administrators.
- Your company can have up to 50 active segments, or fewer if your plan sets a lower number.
Create a segment
- Open Contacts in the sidebar and select Segments.
- Under Create segment, type a Segment name (up to 120 characters).
- Set one or more rules. Leave a rule empty or on Any to ignore it.
- Select Create segment. The segment opens with its members.
A contact must match every rule you set. At least one rule is needed.
| Rule | Matches contacts who |
|---|---|
| Status | Have this status, for example Customer |
| Source | Came from this source, for example Website |
| Tag | Carry this tag |
| More details and Equals | Have exactly this value in a contact custom field. Shown when your plan includes Custom fields and you have contact fields. |
| Bought from campaign | Placed a store order attributed to this campaign name |
| At least this many orders | Placed at least this many store orders (1 to 100,000) |
| Spent at least and Currency | Spent at least this amount in this currency across their store orders. Both are needed together. |
| Ordered within the last days | Placed a store order within this many days (1 to 3,650) |
| No order for days | Have ordered before, but not within this many days (1 to 3,650) |
The order rules count confirmed sales only. No order for days leaves out people who never ordered, so it finds customers who stopped buying rather than everyone without an order. Amounts in other currencies are never converted: a segment on 500 in one currency ignores spending in another.
For a custom field, type the value exactly as it is stored: a date as 2026-11-08, a choice from a list exactly as written, and 1 for a yes-or-no field that is ticked.
Open, export and archive
- Open Segments and select a name. The page shows Members now and the matching contacts, 30 per page, in name order. Archived contacts are never members.
- Export to a spreadsheet downloads the members as a CSV file. It is available to owners and administrators when your plan includes Exports. The file holds up to 10,000 contacts and leaves out anyone who asked not to receive marketing, since a segment file is for reaching people. It includes your active contact custom fields as columns, and the export is recorded in the audit log.
- Archive segment removes it from the list. Its rules are kept but it can no longer be opened.
A segment cannot be edited once saved. To change the rules, create a new segment and archive the old one.
Where segments are used
- Choosing a business template can create ready-made segments, such as repeat buyers or new leads, when your plan includes segments. See First steps.
- Email campaigns can be sent to a segment. See Email campaigns.
Search everything
The box at the top of the sidebar, Search everything, looks through the whole company at once.
- Type at least two characters in Search everything, up to 80.
- Press Enter. The Search page lists the results in groups.
| Group | What it searches | Selecting a result opens |
|---|---|---|
| Contacts | Name, company, email and phone of active contacts | The contact |
| Deals | Deal title and the contact's name and company | The deal |
| Orders | The exact store order number or the store's order ID | The customer's contact page |
| Tasks | Open tasks whose title contains the text | The task list |
| Quotes | The quote number, from the digits at the end of what you type. Shown when your plan includes Quotes and payments. | The quote |
Each group shows up to six results. Groups with no match are hidden, and if nothing matches at all the page says Nothing found.
How matching works
- For contacts and deals, each word must appear somewhere, in any order. Only the first five words count.
- Case and accents do not matter, Arabic letter forms are treated alike (diacritics, the forms of alef and ya, ta marbuta), and Arabic or Persian digits match Latin ones.
- Orders and quotes need the number itself, not part of it.
- Tasks match the text as typed, within the title.
You see the same records in search as in the lists they come from. Custom field values, notes and messages are not searched.
Do it from the search box
The search box at the top of the sidebar also finds what you want to do. Type, for example, connect whatsapp, import excel or invite team: under Do it now, a button takes you straight to the right page. It understands your language and English, and shows only what your plan includes and your role allows.
Troubleshooting
- I cannot see Segments. Your plan does not include Customer segments.
- I cannot create a segment. Creating segments is for owners and administrators. If you are one, you may have reached the segment limit: archive a segment you no longer use.
- "Choose at least one rule." Set at least one rule before creating the segment.
- A customer is missing from the segment. Check every rule: all must match. The contact may also be archived, or their orders may be in another currency.
- A person is missing from the exported file. They asked not to receive marketing, so the segment export leaves them out.
- Search finds nothing for one letter. Type at least two characters.
Last updated 2026-11-08