Managing Contacts

Insites allows you to manage various aspects of a contact's details, such as its activities, tasks, and relationships. You can also manage pipeline opportunities, e-commerce orders, and associated contacts. Furthermore, you can manage a contact's associated addresses, documents, and custom fields, ensuring comprehensive control and integration over all contact-related information.

This article consists of the following sections:

• Updating a contact's details
• Managing activities
• Managing relationships
• Managing opportunities
• Managing orders
• Managing events
• Managing related data
• Managing tasks
• Managing addresses
• Managing documents
• Managing profiles
• Custom fields
• Managing alerts
• Managing personal info
• System Info
• Archiving contacts
• Restoring archived contacts
• Deleting contacts

Updating a contact's details

To update a contact's details in the CRM:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact you want to update and select its View row action link.
4. Select EDIT.
5. Make your changes.
6. Select SAVE.

Managing activities

This tab allows you to manage the activities associated with your contact. Topics in this section include the following:

• Viewing activities
• Adding an activity
• Updating an activity

Viewing activities

To view a contact's activities:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact whose activities you want to view and select its View row action link.
4. Navigate to the 'Activities' tab. This tab displays all the activities associated with your contact. You can filter the activities according to activity type.

Adding an activity

To add an activity:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact to which you want to add an activity and select its View row action link.
4. Navigate to the 'Activities' tab.
5. Select ADD ACTIVITY.
6. Fill out the form for adding an activity. Please refer to the Adding an Activity documentation for more details on adding an activity.
7. Select ADD ACTIVITY.

Updating an activity

To update an activity:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact whose activity you want to update and select its View row action link.
4. Navigate to the 'Activities' tab
5. Find the activity you want to update and select EDIT.
6. Make your changes.
7. Select SAVE.

Event stream

The event stream enables you to quickly view the significant events that occurred to your CRM contact. This section discusses the following topics:

• Viewing the event stream
• Viewing event stream details

Viewing the event stream

To view the event stream:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact whose event stream you want to view and select its View row action link.
4. Navigate to the 'Event Stream' tab. This tab displays all the significant events that occurred to your contact.

Viewing event stream details

To view event stream details

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact whose event details you want to view and select its View row action link.
4. Navigate to the 'Event Stream' tab.
5. Find the event whose details you want to view and select VIEW DETAILS.

Managing relationships

This tab allows you to manage the relationships associated with a contact. This section discusses the following topics:

• Adding a relationship
• Updating a relationship
• Removing a relationship

Adding a relationship

To add a relationship:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact to which you want to add a relationship and select its View row action link.
4. Navigate to the 'Relationships' tab.
5. Select ADD RELATIONSHIP.
6. Fill out the form for adding a relationship.
7. Select SAVE.

The following table displays the input requirements and descriptions for adding a relationship to a contact:

Updating a relationship

To update a relationship:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact containing the relationship you want to update and select its View row action link.
4. Navigate to the 'Relationships' tab.
5. Find the relationship you want to update and select its Edit row action link.
6. Make your changes.
7. Select SAVE.

Removing a relationship

You can use one of two ways to remove relationships from the contact:

• Removing a relationship
• Removing multiple relationships

Removing a relationship

To remove a relationship from a contact:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact containing the relationship you want to remove and select its View row action link.
4. Navigate to the 'Relationships' tab.
5. Find the relationship you want to remove and select its Remove row action link.
6. Finalize the removal of the relationship from the contact using the confirmation modal.

Removing multiple relationships

To remove multiple relationships from the contact:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact containing the relationship you want to remove and select its View row action link.
4. Navigate to the 'Relationships' tab.
5. Select the relationships you want to remove using their checkboxes. Ticking the topmost checkbox selects all relationships.
6. Select the Remove option on the bulk actions button.
7. Select APPLY.
8. Use the confirmation modal to finalize the removal of the relationships from the contact.

Managing opportunities

This tab allows you to manage the opportunities associated with a contact. This section discusses the following topics:

• Viewing an opportunity
• Adding an opportunity

Viewing an opportunity

To view an opportunity:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact whose opportunities you want to view and select its View row action link.
4. Navigate to the 'Opportunities' tab.
5. Find the opportunity you want to view and select its View row action link.

Adding an opportunity

To add an opportunity:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact to which you want to add an opportunity and select its View row action link.
4. Navigate to the 'Opportunities' tab.
5. Select ADD OPPORTUNITY.
6. Fill out the forms for adding an opportunity. You may refer to the Creating a Pipeline Opportunity article for more details on the input requirements.
7. Select ADD OPPORTUNITY.

Managing orders

This tab allows you to manage the E-commerce orders associated with a contact. This section discusses the following topics:

• Viewing an order
• Adding an order

Viewing an order

To view an order:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact whose orders you want to view and select its View row action link.
4. Navigate to the 'Orders' tab.
5. Find the order you want to view and select its View row action link.

Adding an order

To add an order to the contact:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact to which you want to add an order and select its View row action link.
4. Navigate to the 'Orders' tab.
5. Select ADD ORDER.
6. Fill out the forms for adding an order. You may refer to the 'Creating an order' section of the Managing Orders article for details on the input requirements.
7. Select ADD ORDER.

Managing events

This tab allows you to manage events associated with a contact. This section discusses the following topics:

• Viewing events

Viewing events

To view events:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact whose events you want to view and select its View row action link.
4. Navigate to the 'Events' tab.
5. Find the event you want to view and select its View row action link.

Managing related data

This tab allows you to view database items that a contact has created or updated.

Viewing related data

To view a contact's related data:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact whose related data you want to view and select its View row action link.
4. Navigate to the 'Related Data' tab.
5. Find the related data you want to view and select its View row action link.

Managing tasks

This tab allows you to manage tasks associated with a contact. This section discusses the following topics:

• Viewing a task's details
• Adding a task
• Updating a task
• Marking a task as completed
• Deleting a task

Viewing a task's details

You can view a task's details from a contact in the CRM. This action opens a separate tab where you can add or edit comments on the task. To view a task's details:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact containing the task details you want to view and select its View row action link.
4. Navigate to the 'Tasks' tab.
5. Find the task you want to view and select its overflow menu ().
6. Select View Details.

Adding a task

To add a task:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact to which you want to add a task and select its View row action link.
4. Navigate to the 'Tasks' tab.
5. Select ADD TASK.
6. Fill out the form for adding a task.
7. Select ADD TASK.

These are the input requirements and descriptions for adding a task:

Updating a task

To update a task:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact whose task you want to update and select its View row action link.
4. Navigate to the 'Tasks' tab.
5. Select the task you want to update.
6. Make your changes.
7. Select SAVE.

Marking a task as completed

To complete a task:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact whose task you want to mark as 'completed' and select its View row action link.
4. Navigate to the 'Tasks' tab.
5. Find the task you want to mark as 'completed' and select its overflow menu ().
6. Select Mark as Completed.

Deleting a task

To delete a task:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact whose task you want to delete and select its View row action link.
4. Navigate to the 'Tasks' tab.
5. Find the task you want to delete and select its overflow menu ().
6. Select Delete Task.
7. Finalize the task deletion using the confirmation modal.

Managing addresses

This tab allows you to manage addresses associated with a contact. This section discusses the following topics:

• Adding an address
• Updating an address
• Deleting an address

Adding an address

To add an address:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact to which you want to add an address and select its View row action link.
4. Navigate to the 'Addresses' tab.
5. Select ADD ADDRESS.
6. Fill out the form for adding an address.
7. Select ADD ADDRESS.

These are the input requirements and descriptions for adding an address:

Updating an address

To update an address:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact whose address you want to update and select its View row action link.
4. Navigate to the 'Addresses' tab.
5. Find the address you want to update and select EDIT.
6. Make your changes.
7. Select SAVE.

Deleting an address

To delete an address:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact whose address you want to delete and select its View row action link.
4. Navigate to the 'Addresses' tab.
5. Find the address you want to delete and select DELETE.
6. Finalize address deletion using the confirmation modal.

Managing documents

This tab allows you to manage documents associated with a contact. This section discusses the following topics:

• Adding a document
• Updating a document
• Deleting a document

Adding a document

To add a document:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact to which you want to add a document and select its View row action link.
4. Navigate to the 'Documents' tab.
5. Select ADD DOCUMENT.
6. Fill out the form for adding a document.
7. Select ADD DOCUMENT.

These are the input requirements and descriptions for adding a document to a contact:

Updating a document

To update a document:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact containing the document you want to update and select its View row action link.
4. Navigate to the 'Documents' tab.
5. Find the document you want to update and select EDIT.
6. Make your changes.
7. Select SAVE.

Deleting a document

To delete a document:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact whose document you want to delete and select its View row action link.
4. Navigate to the 'Documents' tab.
5. Find the document you want to delete and select DELETE.
6. Finalize the deletion of the document using the confirmation modal.

Managing profiles

This tab allows you to manage profiles associated with a contact. This section discusses the following topics:

• Viewing profiles
• Assigning a profile
• Updating a profile
• Removing a profile

Viewing profiles

You can navigate to the Instance profiles from this page if the contact does not yet have any profiles assigned to it. To view the available profiles:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact whose assigned profiles you want to manage and select its View row action link.
4. Navigate to the 'Profiles' tab.
5. Select VIEW PROFILES. This button is only available if the contact does not have any profiles assigned to it yet.

Assigning a profile

To assign a profile to the contact:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact to which you want to assign a profile and select its View row action link.
4. Navigate to the 'Profiles' tab.
5. Select ASSIGN PROFILES.
6. Select the profiles you want to assign to the contact.
7. Select ASSIGN PROFILE.

Updating a profile

To update a profile assigned to the contact:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact whose profile you want to update and select its View row action link.
4. Navigate to the 'Profiles' tab.
5. Find the profile you want to update and select EDIT.
6. Make your changes.
7. Select SAVE.

Removing a profile

To remove a profile assigned to the contact:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact whose profile you want to remove and select its View row action link.
4. Navigate to the 'Profiles' tab.
5. Find the profile you want to remove and select REMOVE.
6. Finalize removing the profile from the contact using the confirmation modal.

Custom fields

Use this tab to manage the custom fields associated with a contact. To update a contact's custom fields:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact whose custom field you want to update and select its View row action link.
4. Navigate to the 'Custom Fields' tab.
5. Select EDIT.
6. Make your changes.
7. Select SAVE.

Please refer to the CRM Custom Fields documentation for more details on using custom fields in the CRM.

Managing alerts

Use this tab to manage the alerts for a contact. Topics in this section include the following:

• Adding an alert message
• Updating an alert message
• Deleting an alert message

Adding an alert message

To add an alert message:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact to which you want to add an alert and select its View row action link.

4. Navigate to the 'Alerts' tab. You can add two types of alert messages:

   • View alert message
   • Edit alert message
5. Select ADD ALERT MESSAGE.
6. Fill out the form for adding an alert message.
7. Select ADD ALERT MESSAGE.

These are the input requirements and descriptions for adding an alert message:

Updating an alert message

To update an alert message:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact containing the alert you want to update and select its View row action link.
4. Navigate to the 'Alerts' tab.
5. Find the alert message you want to update and select its EDIT link.
6. Make your changes.
7. Select SAVE.

Deleting an alert message

To delete an alert message:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact containing the alert you want to delete and select its View row action link.
4. Navigate to the 'Alerts' tab.
5. Find the alert message you want to update and select its EDIT link.
6. Delete the alert message in the text area.
7. Select SAVE.

Managing personal info

This tab allows you to store data in any structure unique to the contact. Topics in this section include the following:

• Adding personal info
• Updating personal info
• Deleting personal info

Adding personal info

To add personal info:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact to which you want to add personal info and select its View row action link.
4. Navigate to the 'Personal Info' tab.
5. Select ADD PERSONAL INFO.
6. Fill out the form for adding personal info.
7. Select ADD PERSONAL INFO.

These are the input requirements and descriptions for adding personal info to a contact:

Updating personal info

To update personal info:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact containing the personal info you want to update and select its View row action link.
4. Navigate to the 'Personal Info' tab.
5. Find the personal info you want to update and select its EDIT link.
6. Make your changes.
7. Select SAVE.

Deleting personal info

To delete personal info:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact containing the personal info you want to delete and select its View row action link.
4. Navigate to the 'Personal Info' tab.
5. Find the personal info you want to delete and select its DELETE link.
6. Finalize the deletion of the personal info on the confirmation modal.

System Info

Insites allows you to access details about the CRM contact, including the creation date, last update timestamp, and the user responsible for the latest modification. This information is available in the 'System Info' tab. To view this tab:

1. Navigate to the CRM from the main menu.
2. Select Companies.
3. Find the company whose system info you want to view and select its View row action link.
4. Navigate to the 'System Info' tab.

Archiving contacts

There are three ways of archiving a contact:

• Archiving via row action link
• Bulk archiving contacts
• Archiving via the contact details page

Archiving via row action link

To archive a contact using its row action link:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact you want to archive and select its Archive row action link.
4. Finalize archiving the contact using the confirmation modal.

Bulk-archiving contacts

To bulk archive contacts:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Select the contacts you want to archive using their tick boxes. Ticking the topmost checkbox selects all contacts.
4. Select Bulk Actions then select Archive.
5. Select APPLY.
6. Finalize archiving the contacts using the confirmation modal.

Archiving via the contact details page

To archive a contact using its details page:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact you want to archive and select its View row action link.
4. Select ACTIONS .
5. Select Archive Contact.
6. Finalize archiving the contact using the confirmation modal.

Restoring archived contacts

You can restore previousy-archived contacts using one of the following methods:

• Restoring a single contact
• Restoring contacts in bulk

Restoring a single contact

To restore an archived contact:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Select the Search By option, then choose Status.
4. Type 'Archived' on the search bar, then select 'return' or 'Enter.' This action shows you the list of all archived contacts.
5. Find the contact you want to restore and select its Restore row action link.
6. Finalize restoring the contact using the confirmation modal.

Restoring contacts in bulk

To restore multiple archived contacts:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Select the Search By option, then choose Status.
4. Type 'Archived' on the search bar, then select 'return' or 'Enter.' This action shows you the list of all archived contacts.
5. Select the contacts you want to restore using their checkboxes. Ticking the topmost checkbox selects all companies.
6. Select the Bulk Actions button, then select Restore.
7. Select APPLY.
8. Finalize restoring the contacts using the confirmation modal.

Deleting contacts

Deleting contact permanently removes them from the Instance. You can delete contacts using one fot eh following methods:

• Deleting a single contact
• Deleting multiple contacts

Deleting a single contact

To delete a contact:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact you want to delete and select its Delete row action link.
4. Finalize the deletion of the contact using the confirmation modal.

Deleting multiple contacts

To delete multiple contacts:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Select the contacts you want to delete using their checkboxes. Ticking the topmost checkbox selects all contacts.
4. Select the Bulk Actions button, then select Delete.
5. Finalize the deletion of the contact using the confirmation modal.