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Leads

Converting a Lead and assigning it to a Contact

Creating a new Contact or linking to an existing Contact.

Last updated 13 days ago

What you’ll do

When Lead becomes an actual customer or partner, their data must be transferred to the Contacts module. If the corresponding Contact already exists, use the assignment function to avoid creating a duplicate.

Before you begin

Access to the Leads module is required. Creation, editing, and conversion are managed by specific permissions, and visible records may be restricted by the responsible team member or team.

Before converting

Check the name, company code, email, and phone number against the Contacts list. Also, review the Lead Tasks, notes, files, and Opportunities to determine which information needs to be retained.

Creating a new Contact

  1. Open the Lead card.
  2. From the actions menu, select Convert to Contact.
  3. Review the prepared Contact data and fill in any missing mandatory fields. 4. Check the details for the responsible parties (Staff, Contact person) and the related data transfer options provided in the form.
  4. Confirm the conversion.
  5. Open the newly created Contacts card and verify that the details and necessary related records have been transferred.

After conversion, Lead remains in the sales history but is marked as converted. In the system's general settings, the administrator can control whether conversion is permitted and whether the responsible parties (Staff) are automatically transferred.

Linking to an existing Contact

  1. Select Assign to Contact from the card menu.
  2. Locate the existing organization or individual.
  3. Verify the company code, email address, or other unique identifier before confirming.
  4. Check if the form offers to copy Lead data to the existing Contact. If so, compare the existing details and do not overwrite reliable data with unverified values.
  5. Confirm the link and check the Contact card.

This action is used when the record already exists in the Contacts module. It helps maintain a single customer history and avoid duplicate records, contracts, or entries.

Differences between the two actions

  • Convert to [Record Type] creates a new record from the existing data.
  • Assign to [Record Type] links the item to a selected existing record.

If in doubt, search for an existing record first. Merging duplicates later can affect many related records.

What to check after the action

  • whether the record has the correct name, code, and contact information;
  • whether the necessary responsible parties are assigned;
  • whether related items, notes, files, and entries are visible;
  • whether the record status indicates it has been converted or linked;
  • whether users with restricted access permissions can see the new record;
  • whether duplicate records were not created;
  • whether the item can no longer be accidentally converted again.

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