Filtering by Owner

Contact ownership is a key feature in PloverCRM that helps teams manage contacts effectively. Filtering by owner allows you to view contacts assigned to specific team members, track workload distribution, and manage your personal contact list.

Overview #

Owner filtering enables you to:

• View your own contacts
• View team members’ contacts
• Find unassigned contacts
• Track workload distribution
• Manage contact assignments
• Generate owner-based reports

Understanding Contact Ownership #

Owner Roles #

Contact Owner:

• User assigned to manage the contact
• Primary point of contact
• Responsible for follow-ups
• Can be changed (reassigned)

Unassigned Contacts:

• No owner assigned
• Available for claiming
• Visible to all (depending on permissions)
• Need assignment

See Contact Ownership for detailed information.

Filtering by Owner #

View Your Own Contacts #

See contacts assigned to you:

1. Navigate to PloverCRM → Contacts
2. Click My Contacts filter (or select your name from Owner dropdown)
3. View your assigned contacts

Shortcut:

• PloverCRM → My Contacts (direct menu item)

What You See:

• Contacts you own
• Unassigned contacts (if view_scope = all)
• Excludes others’ contacts (if view_scope = owned)

View Another User’s Contacts #

See contacts assigned to team member:

1. Navigate to PloverCRM → Contacts
2. Click Owner filter dropdown
3. Select team member name
4. Click Filter

Permission Required:

• view_scope = all (can view all contacts)
• Super admins can always view

Example:

<span class="hljs-symbol">Owner:</span> John Smith
<span class="hljs-symbol">Result:</span> All contacts assigned to John Smith

View Unassigned Contacts #

Find contacts without an owner:

1. Navigate to PloverCRM → Contacts
2. Click Owner filter dropdown
3. Select Unassigned
4. Click Filter

Use Cases:

• Claim new leads
• Distribute workload
• Find orphaned contacts
• Clean up assignments

View All Contacts #

See contacts regardless of owner:

1. Navigate to PloverCRM → Contacts
2. Click Owner filter dropdown
3. Select All Contacts
4. Click Filter

Permission Required:

• view_scope = all
• Super admins always have access

Combining Owner with Other Filters #

Owner + Stage #

Filter by owner and stage:

Example:

<span class="hljs-string">Owner:</span> Jane Doe
<span class="hljs-string">Stage:</span> Prospect
<span class="hljs-string">Result:</span> Jane<span class="hljs-string">'s prospects</span>

Owner + Lists #

Filter by owner and list:

Example:

<span class="hljs-string">Owner:</span> John Smith
<span class="hljs-string">List:</span> Newsletter
<span class="hljs-string">Result:</span> John<span class="hljs-string">'s newsletter subscribers</span>

Owner + Tags #

Filter by owner and tags:

Example:

<span class="hljs-symbol">Owner:</span> Me
<span class="hljs-symbol">Tag:</span> Hot Lead
<span class="hljs-symbol">Result:</span> Your hot leads

Owner + Search #

Add search to owner filter:

Example:

<span class="hljs-attribute">Owner</span>: Jane Doe
<span class="hljs-attribute">Search</span>: <span class="hljs-variable">@example</span>.com
<span class="hljs-attribute">Result</span>: Jane's contacts from example.com

Owner + Date Range #

Filter by owner and date:

Example:

<span class="hljs-symbol">Owner:</span> Me
<span class="hljs-symbol">Date:</span> Last <span class="hljs-number">30</span> days
<span class="hljs-symbol">Result:</span> Your contacts created <span class="hljs-keyword">in</span> last month

Ownership-Based Workflows #

Daily Contact Review #

Morning Routine:

<span class="hljs-number">1</span>. Filter: My Contacts
<span class="hljs-number">2</span>. Sor<span class="hljs-variable">t:</span> Last Activity (oldest <span class="hljs-keyword">first</span>)
<span class="hljs-number">3</span>. Revie<span class="hljs-variable">w:</span> Contacts needing follow-<span class="hljs-keyword">up</span>
<span class="hljs-number">4</span>. Action: Update, <span class="hljs-built_in">add</span> notes, schedule tasks
<span class="hljs-number">5</span>. Repor<span class="hljs-variable">t:</span> Daily activity summary

Lead Distribution #

New Lead Assignment:

1. Filter: Unassigned
2. Filter: Stage = Lead
3. Sort: Date Created (newest first)
4. <span class="hljs-keyword">Select</span>: Batch <span class="hljs-keyword">of</span> leads
<span class="hljs-number">5.</span> <span class="hljs-keyword">Bulk</span> <span class="hljs-keyword">Action</span>: Assign <span class="hljs-keyword">to</span> team <span class="hljs-keyword">member</span>

Workload Balancing #

Team Review:

<span class="hljs-bullet">1. </span>Filter by each team member
<span class="hljs-bullet">2. </span>Count contacts per person
<span class="hljs-bullet">3. </span>Identify overloaded members
<span class="hljs-bullet">4. </span>Reassign contacts to balance
<span class="hljs-bullet">5. </span>Monitor distribution

Territory Management #

Geographic Assignment:

<span class="hljs-number">1.</span> <span class="hljs-string">Filter:</span> Unassigned
<span class="hljs-number">2.</span> <span class="hljs-string">Search:</span> City/State
<span class="hljs-number">3.</span> <span class="hljs-string">Select:</span> Contacts <span class="hljs-keyword">in</span> territory
<span class="hljs-number">4.</span> <span class="hljs-string">Assign:</span> To territory owner
<span class="hljs-number">5.</span> <span class="hljs-string">Repeat:</span> For each territory

Claiming Unassigned Contacts #

Claim Process #

Take ownership of unassigned contact:

Method 1: Individual Claim

1. View unassigned contact
2. Click Claim Contact button
3. Contact assigned to you

Method 2: Bulk Claim

1. Filter: Unassigned
2. Select: Multiple contacts
3. Bulk Action: Assign to Me
4. Apply

Permission Required:

• Can claim if view_scope = all
• Or if contact is unassigned and you have claim permission

Claim Strategies #

First Come, First Served:

• Team members claim as they see them
• Fast response to new leads
• Self-directed workload

Round Robin:

• Automated assignment rotation
• Fair distribution
• Requires automation setup

Territory-Based:

• Claim based on location
• Geographic responsibility
• Clear ownership boundaries

Skill-Based:

• Claim based on expertise
• Industry specialization
• Product knowledge

Reassigning Contacts #

Reassignment Process #

Transfer contact to another owner:

Method 1: Individual Reassign

1. Open contact
2. Change Owner in metabox
3. Select new owner
4. Save

Method 2: Bulk Reassign

1. Filter by current owner
2. Select contacts
3. Bulk Action: Reassign
4. Select new owner
5. Apply

Permission Required:

• reassign_scope = all (can reassign any contact)
• Or reassign_scope = owned (can reassign own contacts)

See Reassigning Contacts for detailed guide.

Reassignment Scenarios #

Team Member Leaving:

<span class="hljs-number">1.</span> Filter: Departing member<span class="hljs-comment">'s contacts</span>
<span class="hljs-number">2.</span> Select: All contacts
<span class="hljs-number">3.</span> Reassign: <span class="hljs-keyword">To</span> <span class="hljs-comment">remaining team members</span>
<span class="hljs-number">4.</span> Distribute: Evenly <span class="hljs-keyword">or</span> by territory

Workload Rebalancing:

<span class="hljs-bullet">1. </span>Identify: Overloaded team member
<span class="hljs-bullet">2. </span>Filter: Their contacts
<span class="hljs-bullet">3. </span>Select: Portion to reassign
<span class="hljs-bullet">4. </span>Reassign: To less busy members

Specialization:

<span class="hljs-bullet">1. </span>Filter: By industry/product
<span class="hljs-bullet">2. </span>Select: Relevant contacts
<span class="hljs-bullet">3. </span>Reassign: To specialist
<span class="hljs-bullet">4. </span>Improve: Customer experience

Owner-Based Reporting #

Contact Distribution #

View contacts per team member:

Manual Count:

<span class="hljs-bullet">1. </span>Filter by each owner
<span class="hljs-bullet">2. </span>Note contact count
<span class="hljs-bullet">3. </span>Create spreadsheet
<span class="hljs-bullet">4. </span>Calculate percentages
<span class="hljs-bullet">5. </span>Visualize distribution

Report Output:

John <span class="hljs-string">Smith:</span> <span class="hljs-number">150</span> contacts (<span class="hljs-number">30</span>%)
Jane <span class="hljs-string">Doe:</span> <span class="hljs-number">125</span> contacts (<span class="hljs-number">25</span>%)
Bob <span class="hljs-string">Johnson:</span> <span class="hljs-number">100</span> contacts (<span class="hljs-number">20</span>%)
<span class="hljs-string">Unassigned:</span> <span class="hljs-number">125</span> contacts (<span class="hljs-number">25</span>%)
<span class="hljs-string">Total:</span> <span class="hljs-number">500</span> contacts

Performance Metrics #

Track owner performance:

Metrics to Track:

• Total contacts owned
• New contacts this month
• Contacts by stage
• Conversion rates
• Average deal size
• Response time

Example Report:

<span class="hljs-string">Owner:</span> John Smith
Total <span class="hljs-string">Contacts:</span> <span class="hljs-number">150</span>
<span class="hljs-string">Leads:</span> <span class="hljs-number">50</span>
<span class="hljs-string">Prospects:</span> <span class="hljs-number">40</span>
<span class="hljs-string">Customers:</span> <span class="hljs-number">60</span>
Conversion <span class="hljs-string">Rate:</span> <span class="hljs-number">40</span>%
Avg Deal <span class="hljs-string">Size:</span> $<span class="hljs-number">5</span>,<span class="hljs-number">000</span>

Activity Reports #

Monitor owner activity:

Activity Metrics:

• Notes added
• Emails sent
• Calls made
• Meetings scheduled
• Last activity date

Example:

Owner: Jane Doe
This Week:
-<span class="ruby"> <span class="hljs-number">25</span> notes added
</span>-<span class="ruby"> <span class="hljs-number">30</span> emails sent
</span>-<span class="ruby"> <span class="hljs-number">15</span> calls made
</span>-<span class="ruby"> <span class="hljs-number">5</span> meetings scheduled
</span>-<span class="ruby"> Avg response <span class="hljs-symbol">time:</span> <span class="hljs-number">2</span> hours</span>

Advanced Owner Filtering #

Multiple Owners #

View contacts from several owners:

1. Click Owner filter dropdown
2. Select multiple owners (Ctrl+Click)
3. Click Filter
4. View combined results

Example:

<span class="hljs-symbol">Owners:</span> <span class="hljs-keyword">John </span>Smith, <span class="hljs-keyword">Jane </span>Doe
<span class="hljs-symbol">Result:</span> Contacts owned <span class="hljs-keyword">by </span><span class="hljs-keyword">either </span><span class="hljs-keyword">John </span><span class="hljs-keyword">or </span><span class="hljs-keyword">Jane</span>

Owner + Unassigned #

View owner’s contacts plus unassigned:

Use Case: See your contacts and available leads

Method:

<span class="hljs-bullet">1. </span>Filter: My Contacts
<span class="hljs-bullet">2. </span>Include: Unassigned
<span class="hljs-bullet">3. </span>Result: Your contacts + leads to claim

Exclude Owner #

View contacts NOT owned by someone:

Method:

<span class="hljs-number">1.</span> Select all owners except one
<span class="hljs-number">2.</span> Apply filter
<span class="hljs-number">3.</span> <span class="hljs-keyword">View</span> <span class="hljs-comment">remaining contacts</span>

Ownership Permissions #

View Permissions #

view_scope = owned:

• Can only see own contacts
• Can see unassigned contacts
• Cannot see others’ contacts

view_scope = all:

• Can see all contacts
• Can see any owner’s contacts
• Can see unassigned contacts

Update Permissions #

update_scope = owned:

• Can only update own contacts
• Cannot update others’ contacts
• May update unassigned (if permitted)

update_scope = all:

• Can update any contact
• Can update others’ contacts
• Can update unassigned contacts

Reassign Permissions #

reassign_scope = owned:

• Can reassign own contacts
• Cannot reassign others’ contacts

reassign_scope = all:

• Can reassign any contact
• Can reassign others’ contacts
• Can unassign contacts

See Roles and Permissions for details.

Troubleshooting #

Cannot See Other Owners’ Contacts #

Problem: Owner filter shows only your contacts.

Solutions:

1. Check view_scope setting
2. Request view_scope = all permission
3. Contact administrator
4. Verify role permissions

Cannot Filter by Owner #

Problem: Owner filter not available.

Solutions:

1. Check if ownership is enabled
2. Verify you have appropriate role
3. Refresh page
4. Check for JavaScript errors
5. Contact support

Unassigned Filter Shows No Results #

Problem: No unassigned contacts appear.

Solutions:

1. Verify unassigned contacts exist
2. Check if all contacts are assigned
3. Remove other filters
4. Check view permissions
5. Verify contacts not in trash

Cannot Claim Contact #

Problem: Claim button disabled or missing.

Solutions:

1. Check if contact is truly unassigned
2. Verify claim permissions
3. Check view_scope setting
4. Ensure contact not locked
5. Contact administrator

Owner Changes Don’t Save #

Problem: Reassignment doesn’t persist.

Solutions:

1. Check reassign permissions
2. Verify new owner has CRM access
3. Check for validation errors
4. Review browser console
5. Check server error logs

Best Practices #

Ownership Management #

1. Assign Promptly:
   • Assign new contacts quickly
   • Don’t leave contacts unassigned long
   • Clear ownership = better service
2. Regular Reviews:
   • Weekly ownership audits
   • Identify unassigned contacts
   • Rebalance workload
3. Clear Responsibilities:
   • Document ownership expectations
   • Define follow-up requirements
   • Set response time standards

Team Coordination #

1. Ownership Rules:
   • Define assignment criteria
   • Document territory boundaries
   • Clarify specializations
2. Communication:
   • Notify on reassignment
   • Explain ownership changes
   • Coordinate handoffs
3. Workload Balance:
   • Monitor distribution
   • Rebalance regularly
   • Consider capacity

Filtering Workflow #

1. Start with Owner:
   • Filter by owner first
   • Then add other filters
   • Narrow progressively
2. Save Common Views:
   • “My Active Prospects”
   • “My Hot Leads”
   • “Unassigned Leads”
3. Daily Routine:
   • Morning: Review your contacts
   • Midday: Check unassigned
   • Evening: Update activities

Related Documentation #

• Contact Ownership – Ownership system
• Claiming Unassigned Contacts – Claiming process
• Reassigning Contacts – Reassignment guide
• Roles and Permissions – Permission system
• Filtering by Stage – Stage filtering
• Bulk Operations – Bulk reassignment

Need Help? #

If you’re having trouble filtering by owner:

1. Verify your view_scope permissions
2. Check if ownership is enabled
3. Try filtering by different owners
4. Review role permissions
5. Contact support with specific filter criteria

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Last updated: February 3, 2026