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Managing people

Overview

Once you've added people to your customer data platform (CDP), you can view and edit profiles, tag or untag people, export, archive, or delete them directly from the People page.

Accessing people

Navigate to CDP > People.

Managing people

Filter people

You can filter your people list to view and manage specific segments.

To create a filter:

  1. Navigate to CDP > People > click Filter.
  2. Choose filter conditions from the following categories:
    • Audience
    • Person
    • Organization (if enabled)
    • Activity

If you’ve integrated a data source (like Help Scout), additional filter options for that integration will appear in the list.

Example Help Scout fields for people.

Add multiple filter conditions by clicking Add condition. Click Clear to clear all conditions and start again.

Learn more about system person fields.

After applying filters, you can:

Filter people beyond 90 days of data retention

Extending data retention beyond 90 days lets you create a filter on the People page based on specific activities. This filter provides a snapshot of your data, not dynamic results like a report or audience.

Learn more about filtering people beyond 90 days of data retention.

Tag and untag people

Tags help you filter and group people and organizations in your CDP.

EX: You can use tags to move records between playbooks, control which records enter a playbook, or group records from different CSV imports.

When importing people via CSV, a tag with the CSV file name and import date/time is automatically applied.

To tag or untag people:

  1. On the People page, select the checkboxes next to the people you want to tag or untag.
    • You can also apply filters to select a segment of people.
    • To tag all records, select the checkbox in the header row.
  2. Click Tag.
    • To add an existing tag, select it from the list.
    • To create a new tag, click New tag, enter a name, and click Done. Repeat to add more tags.
  3. To modify tags, check or uncheck the tags you want to add or remove.
  4. Click Apply. A confirmation message will appear once your changes are saved.

Learn more about creating and managing tags.

NOTE: Tagging all people (either the entire list or all filter matches) will trigger a warning before you modify tags. Removing tags could affect audiences and campaigns, as those people might be excluded from future campaigns.

TIP: If you have many tags, use the Search box to filter the list by typing one or more letters.

Export people

To export people data as a CSV file:

  1. Navigate to CDP > People.
  2. Click More > Export to export all records, or select specific people using checkboxes or filters, then click More > Export selected.
  3. Choose whether to export visible data or all data.
  4. Click Export.

A confirmation message will appear, and the CSV file will be sent to the email linked to your Ortto account. Check your inbox to download the file.

Exporting people (Click on the GIF to maximize it).

NOTE: Time and date values in your exported CSV will reflect the timezone set in your Ortto account (found under Settings > General > Timezone), not UTC.

Archive people

Archiving a person removes them from your main people list without permanently deleting them. This is useful if you want to temporarily move someone out of the list or if you accidentally archived them and want to keep the option to restore.

Learn more about archiving people.

Restore archived people

Restoring an archived person will bring them back to your main people list, allowing them to participate in campaigns, reports, dashboards, audiences, and activities. Their history, up until the time they were archived, will be visible in their person’s view.

If there’s a duplicate record (e.g., created while the person was archived), you can merge the records and choose which one to keep as the primary. It's recommended to select the most recent record to ensure you have the latest data.

Restore a person:

  1. Navigate to CDP > People.
  2. Select All > Archived to view the list of archived people.
  3. To restore:
    • Select the checkboxes next to the people you want to restore.
    • To restore all archived people, click the checkbox in the header row.
  4. Click Restore to return the selected records to your people list.
Restoring people (Click on the GIF to maximize it).

Delete people

Deleting a person permanently removes their data from your CDP. This action cannot be undone, and you'll be asked to confirm your choice.

To delete a person:

  1. Archive them first.
  2. Select All > Archived.
  3. Select the checkbox next to the person(s) you want to delete.
    • To delete all archived people, check the box in the header row.
  4. Click Delete.
  5. Confirm by typing PERMANENTLY DELETE in uppercase, then click OK.

The selected person(s) will be permanently deleted, and you’ll return to the archived people list.

Permanently deleting people (Click on the GIF to maximize it).