Managing Contacts

On a contact's page, Event stream, Activities, Tasks, Opportunities, Orders and Events are tabs. Custom fields, Personal info, Relationships, Addresses, Documents, Profiles, Related data, Alerts and System info are collapsible sections under Reference, below the tabs. Contact actions, such as Add activity, Add task and Archive contact, are in the three-dot menu in the contact header.

This article consists of the following sections:

• Updating a contact's details
• Filtering contacts
• Managing activities
• Event Stream
• 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.

Filtering contacts

The advanced filter on the Contacts list page lets you build specific queries to narrow down your contact records. You can filter by platform fields, address fields, and custom fields.

To filter contacts:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Select the filter icon to open the advanced filter panel.
4. Choose a field from the dropdown. Fields are grouped into Platform Fields, Address Fields, and Custom Fields.
5. Set the filter condition and value.
6. Select Save to apply the filters. The drawer is titled Edit Filters. It also has a Clear All button to remove every filter.

The advanced filter supports the following field types:

• Text fields - Filter by text values such as names, emails, and job titles.
• Boolean fields - Filter by true/false values such as alert message toggles and archived status.
• Address fields - Filter by address components including address label, address lines, city, county, district, suburb, state, country, country code, and postal code.
• Custom fields - Filter by any custom fields configured for contacts.

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, where all the contact's activities are displayed. 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 Adding an Activity 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 lets you 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, where all the contact's significant events are displayed.

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

• Adding a relationship
• Updating a relationship
• Deleting 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. Open the 'Relationships' section under Reference.
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:

Input Label	Type	Required	Description
CRM Type	Radio Field	No	Type of CRM entity you wish to add to the contact. Options include: Company Contact
Contact or Company	Dropdown Field	No	The CRM contact or company you want to associate this contact with. The field is labeled Contact or Company, depending on the CRM Type you select.
Relationship	Dropdown Field	No	The type of relationship the contact has with the CRM entity. The available options are set using System Fields.
Add dates	Button	No	Select this button to show the Start Date/Time and End Date/Time fields.
Start Date/Time	Date and Time Field	No	When the relationship starts. This field appears after you select Add dates.
End Date/Time	Date and Time Field	No	When the relationship ends. This field appears after you select Add dates.
Notes	Text Area	No	Notes about the relationship.

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. Open the 'Relationships' section under Reference.
5. Find the relationship you want to update and select its Edit row action link.
6. Make your changes.
7. Select SAVE.

Deleting relationships

You can use one of two ways to delete relationships from a contact:

• Deleting a relationship
• Deleting multiple relationships

Deleting a relationship

To delete 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 delete and select its View row action link.
4. Open the 'Relationships' section under Reference.
5. Find the relationship you want to delete and select its Delete row action link.
6. Finalize the deletion of the relationship from the contact using the confirmation modal.

Deleting multiple relationships

To delete multiple relationships from the contact:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact containing the relationships you want to delete and select its View row action link.
4. Open the 'Relationships' section under Reference.
5. Select the relationships you want to delete using their checkboxes. Ticking the topmost checkbox selects all relationships.
6. Check that the bulk actions button reads Delete.
7. Select APPLY.
8. Use the confirmation modal to finalize the deletion 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 Creating a Pipeline Opportunity for more details on the input requirements.
7. Select ADD OPPORTUNITY.

Managing orders

This tab allows you to manage the ecommerce 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 Managing Orders for 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 section 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. Open the 'Related data' section under Reference.
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:

Input Label	Type	Required	Description
Task Relationship Category	Dropdown Field	No	The category you want to assign the task to. For example, you can select 'Contact' to assign a task to a contact in the CRM or 'Opportunity' to assign the task to an opportunity in the pipeline.
Related Record	Dropdown Field	No	Related record the task is associated with. If you select 'CRM Contacts' in the 'Task Relationship Category' field, the options include the list of all CRM contacts in the Instance. Conversely, if you select 'Opportunity' in the 'Task Relationship Category' field, the options include the list of all opportunities in the pipeline.
Task Name	Input Field	Yes	Name of the task.
Description	Text Area	No	Description of the task.
Assigned To	Dropdown Field	No	Administrator to whom the task is assigned.
Due Date	Date Field	No	Due date of the 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. Find the task you want to update and select its overflow menu ().
6. Select Edit task.
7. Make your changes.
8. 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 section 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. Open the 'Addresses' section under Reference.
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:

Input Label	Type	Required	Description
Default Address	Toggle	No	Toggle this option to 'true' if you want to set the address you are adding as the default address.
Address Label	Input Field	Yes	Label used for the address. Example: 'Headquarters,' 'Main Office,' etc.
Search Address	Input Field	No	This field is used for searching an address. If a valid address is selected, the rest of the fields on this form are auto-filled.
Address 1	Input Field	No	Address (line 1).
Address 2	Input Field	No	Address (line 2).
Address 3	Input Field	No	Address (line 3).
City	Input Field	Yes	The city where the address is located.
County	Input Field	No	The county where the address is located.
District	Input Field	No	The district where the address is located.
Suburb	Input Field	No	The suburb where the address is located.
State	Input Field	No	The state where the address is located.
Country	Dropdown Field	No	The country where the address is located.
Country Code	Dropdown Field	No	The country code of the address.
Postal Code	Input Field	Yes	The postal code of the 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. Open the 'Addresses' section under Reference.
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. Open the 'Addresses' section under Reference.
5. Find the address you want to delete and select DELETE.
6. Finalize address deletion using the confirmation modal.

Managing documents

This section 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. Open the 'Documents' section under Reference.
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:

Input Label	Type	Required	Description
Document Label	Input Field	Yes	Label of the document.
File	File Picker	Yes	The document file to be uploaded.
Notes	Text Area	No	Notes about the document.

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. Open the 'Documents' section under Reference.
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. Open the 'Documents' section under Reference.
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 section 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. Open the 'Profiles' section under Reference.
5. If the contact has no profiles yet, the section shows a link named permissions page. Select this link to open the list of profiles.

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. Open the 'Profiles' section under Reference.
5. Select ADD PROFILE.
6. In the Assign Profiles drawer, select the profiles you want to assign to the contact.
7. Select Assign Profiles.

These are the input requirements and descriptions for assigning a profile to a contact:

Input Label	Type	Required	Description
Profiles	Multi-Select Field	Yes	The profiles that you are assigning to the contact. You can select more than one.

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. Open the 'Profiles' section under Reference.
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. Open the 'Profiles' section under Reference.
5. Find the profile you want to remove and select its Remove action (trash icon).
6. Finalize removing the profile from the contact using the confirmation modal.

Custom fields

Use this section 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. Open the 'Custom fields' section under Reference.
5. Select EDIT CUSTOM FIELDS.
6. Make your changes.
7. Select SAVE.

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

Managing alerts

Use this section 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. Open the 'Alerts' section under Reference. You can add two types of alert messages:

   • View alert message
   • Edit alert message
5. On the empty card for the alert you want, select Add view alert message or Add edit 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:

Input Label	Type	Required	Description
Show (View/Edit) Alert Message	Toggle	No	Toggle that shows or hides an alert message whenever a user views or updates a contact.
(View/Edit) Alert Message	Text Area	No	Message shown to user whenever they view or update a contact.

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. Open the 'Alerts' section under Reference.
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. Open the 'Alerts' section under Reference.
5. Find the alert message you want to delete and select its Delete action.
6. Finalize the deletion of the alert message using the confirmation modal.

Managing personal info

This section 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. Open the 'Personal info' section under Reference.
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:

Input Label	Type	Required	Description
Personal Info Label	Input Field	Yes	Label for the personal info.
Attribute	Input Field	No	Attribute of the personal info.
Value	Text Area	No	Value of the personal info.

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. Open the 'Personal info' section under Reference.
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. Open the 'Personal info' section under Reference.
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' section under Reference. To view this section:

1. Navigate to the CRM from the main menu.
2. Select Contacts.
3. Find the contact whose system info you want to view and select its View row action link.
4. Open the 'System info' section under Reference.

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 the overflow menu ().
5. Select Archive Contact.
6. Finalize archiving the contact using the confirmation modal.

Restoring archived contacts

You can restore 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 page filter().
4. Select ADD FILTER.
5. Select 'Archived' from the 'Field' field.
6. Select 'Is' from the 'Condition' field.
7. Toggle the 'Value' field to 'True'.
8. Select SAVE.
9. Find the contact you want to restore and select its Restore row action link.
10. 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 page filter().
4. Select ADD FILTER.
5. Select 'Archived' from the 'Field' field.
6. Select 'Is' from the 'Condition' field.
7. Toggle the 'Value' field to 'True'.
8. Select SAVE.
9. Select the contacts you want to restore using their checkboxes. Ticking the topmost checkbox selects all companies.
10. Select the Bulk Actions button, then select Restore.
11. Select APPLY.
12. Finalize restoring the contacts using the confirmation modal.

Deleting contacts

Deleting contacts permanently removes them from the Instance. You can delete contacts using one of the 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.