Contact people

Contact describes an organization or an individual, while Contact person refers to the specific person you are interacting with. A single Contact person can represent multiple organizations.

Where to find Contact people

Contact people can be accessed in two ways:

1. Open Contacts → Contact people if you want to search for people across the entire system.
2. Open the card for a specific Contact and select Contact people if you want to view only the people associated with that organization.

The general list is convenient for searching, filtering, and managing duplicates. The tab within the Contact card is more convenient when creating a new representative for that organization, as the organization is selected automatically.

In the general list, filters allow you to select people based on the assignee, as well as the type and category of the associated Contact. templates saves filters, sorting settings, and visible columns. An additional export window displays the history of previously generated files.

Buttons and their functions

• New record opens the form for a new Contact person.
• The person's name or the pencil icon opens the editing form. - The Trash icon removes the person, provided that permissions and the primary contact rule allow it. If there are multiple people associated with the organization, assign a different primary contact first.
• Outgoing Invoices controls whether the person receives Invoices. This permission cannot be enabled without an email address.
• Active / Inactive allows you to disable a customer portal user who is no longer active without deleting them. This toggle appears only when using the customer portal.
• Merge combines multiple records for the same person into one.
• Create physical Contact prepares a separate physical person Contact card based on the person's data.
• Communication actions on the row or card, if displayed, can initiate a call, email, or other system-enabled action.

Creating a new Contact person

1. Open the organization's Contact card.
2. Select Contact people.
3. Click New record.
4. Check the Contact field, enter the mandatory first name and, if necessary, the last name.
5. Enter the email address, phone number, and, if necessary, the date of birth. 6. In the Position field, select the person's role, for example, Director, Project Manager, Sales Manager, or Other. The list can be modified by the administrator.
6. If departments are used, select the department where the person works.
7. In the Note field, enter only information relevant to the work.
8. If necessary, select Primary Contact person.
9. Click Save.

Upon successful saving, the form closes, the person appears in the Contact table, and the system displays the message Record created. If the primary person attribute is selected, Yes is displayed in the table column.

What the primary person attribute means

The primary Contact person is the organization's default representative. Their name, email, or phone number may be suggested when creating a Invoice, a proposal, or a contract, or when sending a document.

Designating a primary person does not remove other Contact people entries. If the organization has multiple departments, ensure that the person selected as primary is the one who should receive general documents and notifications.

Assigning a person to multiple organizations

1. Open the Contact person editing form. 2. In the organizations or Contacts selection, mark all the organizations the person represents.
2. If the system prompts you, specify the primary organization.
3. For each organization, check the primary contact and department selections.
4. Save.

Once saved, the person will appear in the record for each selected organization. If general personal details—such as the phone number—are changed, the new value will be visible wherever that same Contact person record is used.

The primary contact attribute is set for the specific organizational relationship. A person can be the primary contact for one organization and a standard Contact person contact for another. When removing a relationship with an organization, ensure you do not delete the person's record itself if it is being used elsewhere.

Customer portal and notification settings

If your system utilizes a client portal, the form may include options for login and module visibility. These control what a user can see upon logging in—such as proposals, projects, contracts, or other information.

Notification settings determine which automated emails or other messages a user receives. Before enabling access:

1. Verify the email address.
2. Enable only the necessary modules and notifications.
3. Save and, if applicable, send an invitation according to your system's process.

Client portal permissions are managed separately from general system access. An active user does not automatically gain access to all documents; specific client portal modules must be enabled for them.

Editing and Deactivation

To modify data, open the person's profile and select Edit. Once saved, the changes will apply to newly created documents and notifications.

If a person no longer works for the organization, it is safer to mark them as inactive or simply remove the link to that specific organization. This preserves the history of past documents and actions.

Merging Duplicate Records

1. Locate the duplicate entries in the general list. 2. Select only the records belonging to the same person.
2. Select Merge.
3. Specify the primary record to be retained.
4. Compare email, phone, job title, and associated organizations.
5. Confirm the merge.

After merging, associated connections are transferred to the primary record. Use this action with caution, as identical names do not necessarily mean it is the same person.

Creating a physical Contact from a person

When a person also needs to be managed as a standalone physical Contact, select Create physical Contact from the available actions. The system prepares the Contact form using the existing name, phone number, and email. Fill in the missing classification, responsibility, and address fields before saving.

Related articles

• Creating and managing Contacts
• Addresses, relationships, and departments