Creating and managing Contacts

What you’ll do

The Contacts module stores clients, suppliers, partners, and individuals. The Contact card is the central location for viewing details, Contact people, addresses, Tasks, and records linked to the Contact in other modules.

Before you begin

View permissions for the Contacts module are required. Creating a new record or making changes also requires the appropriate creation or editing permissions; visible fields may be restricted by role and organizational settings.

How to open the Contacts module

1. Select Contacts from the main menu on the left.
2. The Contacts table will open. If the table is empty even though Contacts exist in the system, check the user's view permissions and verify if they are assigned as the assignee.
3. Above the list, depending on the permissions, options to access Contacts, Contact people, and the Map are displayed.

Key list buttons and widgets

• New record opens a blank Contact form. The button is displayed only if creation permissions are granted.
• Search searches for entered text within the displayed Contact data—for example, in the name, code, email, or phone number.
• Filters narrow down the list based on selected criteria. Multiple filters selected simultaneously are generally applied together.
• Columns allow you to choose which information is displayed in the table. Enabling a column does not alter the underlying Contact data.
• Sorting is performed by clicking a column header. Clicking again toggles between ascending and descending order.
• templates saves the selected filters and columns so that the same list view can be accessed later.
• Map displays Contacts based on their addresses, provided the system has the necessary location data.
• Task icon initiates a new Task and automatically links it to the selected Contact.
• Notes icon opens internal Contact notes. - The pencil icon opens Contact for editing.
• The trash can icon initiates the deletion of Contact. It is displayed only if you have deletion permissions.
• The checkbox at the beginning of the row includes Contact in a bulk action. Selecting the box itself does not modify the data.

Clicking the name or ID of Contact opens its details card. The email link opens a new email draft, the website link opens the Contact website, and the address link searches for the location on Google Maps.

How to find Contact

For a quick search, enter the full or partial name, company code, phone number, or email address above the table. If there are too many results, open the filters and select criteria such as the responsible team member, type, category, city, or activity status.

If you only know a few details, apply the filters one by one. This makes it easier to identify which filter excluded the Contact you are looking for. To return to the full list, remove the active filters or use the clear filters action.

How to create a list view

A list view is useful when you regularly check the same group of records—for example, your active customers or suppliers from a specific city.

1. Open the list.
2. Select the necessary filters.
3. In the column settings, keep only the information you want to see.
4. If necessary, sort the list by a selected column.
5. Open the view management options and select the option to create a new view.
6. Enter a clear name, such as "My active customers."
7. Select the view's visibility (if the option is available) and save it.

A personal view is intended for the user who created it. A shared view or a view mandatory for a specific role can only be created with additional administrative permissions.

Once the view is saved, the system opens a separate view of the list, and its name appears in the header and the views menu. You can open this same view later by selecting its name.

Creating a new legal entity

1. Open Contacts and click New record.
2. Select the legal entity type if the form asks you to choose between a legal entity and an individual.
3. Enter the official organization name in the Name field.
4. Enter the company code and, if applicable, the payer code.
5. Fill in the primary phone number, email, website, and address.
6. Select classification fields: type, category, level, or area of ​​activity. These are used later in filters and reports.
7. Assign an assignee. For users with restricted viewing permissions, this assignment may determine whether they can see the record.
8. If necessary, open the financial or additional settings section and specify the payment term, credit limit, language, and other fields.
9. Click Save.

The system does not allow saving a legal entity without a Name and Company Code. If the message "This field is mandatory" appears next to these fields, fill them in and save again.

If you wish to enter a representative immediately after creating the organization, select Save and create contact. The system will save the record and open the contact form with the organization already selected.

Creating a new individual

1. Click New record and select "Individual."
2. Enter the person's first and last name in the Name/Surname field. The Company Code field will change to Personal ID Code, and the Date of Birth field will appear on the form. In the standard form, the name and surname are mandatory, while the personal ID code may be left blank.
3. Fill in the phone number, email, address, and any other available information.
4. Select the type, category, responsible party (Staff member), and other relevant classifiers.
5. Save.

In some configurations, the system automatically prepares a linked Contact person record for the individual (Contact). Before creating an additional person record, check the Contact people tab on the card to avoid creating a duplicate.

Meaning of common form fields

• Name / First and Last Name is the primary name for the Contact record as it appears in lists and documents.
• Company or Personal ID Code helps distinguish between Contacts records with identical names and can be used to detect duplicates.
• VAT Code is used in financial documents. - Type defines the purpose of Contact, such as client, supplier, or partner.
• Category is used for additional grouping within your company.
• Level can indicate importance, service frequency, or another scale agreed upon by the administrator.
• Area of ​​activity defines the business focus of Contact.
• Responsible parties (Staff) indicate who works with Contact and may restrict its visibility.
• Active allows you to remove an unused Contact from the standard workflow without deleting it.

Contact card

Open Contact by clicking its name or ID. The tabs visible on the card depend on the plan, the user (permissions), and the enabled modules.

• The Profile menu includes the main profile, Contact people, addresses, related Contacts, departments, and Contact settings.
• Contact people stores specific organization representatives.
• Addresses are for additional registration, delivery, or other addresses.
• Related Contacts shows connections to other companies or individuals. - Departments store information regarding specific locations or organizational units.
• Notes are intended for internal information about the record.
• The Finance menu includes invoices, prepayments, standard and credit invoices, received payments, a financial summary, pricing, expenses, and summaries of purchases.
• Opportunities, Projects, Sites, Contracts, Documents, and other tabs display records created in the respective module that are linked to the current record.
• Files, Reminders, and History help store documents, plan actions, and track changes.
• The History menu contains a Timeline and an Action History.

The New button on a related tab creates a new record in the corresponding module and automatically links it to the currently open record. Each related tab performs an additional check against its permissions module. Consequently, two Staff entries on the same Contact card may display different sets of tabs and records. When creating a Task from a Contact, the Contact is selected automatically; however, you should still verify the team member responsible for the Task, as the responsible parties from the Contact are not necessarily transferred to the Task.

Editing, Deactivating, and Deleting

To modify a Contact, open the arrow menu at the top of its card, select Edit, make the necessary changes, and click Save. The same menu may also contain options to Follow Company and Delete. Modified default financial fields generally apply only to new documents; existing Save documents are not automatically overwritten.

If you are not currently using a Contact, clear the Active checkbox. The Contact and its history will remain in the system but will be marked as inactive.

Use Delete only if the record was created in error and you have verified its Invoices, projects, contracts, and other associations. The deletion action may not be available if the record has existing dependencies.

Details, payment terms, or the address can be copied to a new document at the time of its creation. If the source record is subsequently modified, the saved document usually retains the original values; therefore, please verify any significant changes within the document itself.

QR Code

If the QR code action is displayed on the record card, it generates a contact information code that can be scanned with a phone. Scanning it allows for the quick creation of a phone address book entry. Before sharing the QR code, check which data fields are included in it.

Related articles

• Contact people
• Addresses, relationships, and departments