Contact Records
A Contact Record represents a specific individual associated with an Account Record, such as a customer, prospect, or partner. These records help your team track and manage information about the people your organization engages with, including contact details and professional roles.
Contact Records can also be linked to platform users, enabling controlled access to content and services. This dual function supports both contact management and user provisioning.
Display Options
Contact Records can be viewed in list or grid format, similar to Account Records:
- List View: Displays the contact's name and total associated records.
- Grid View: Displays the contact's initials or image, along with their name, job title, and linked account (if applicable).
Key Fields
- Image: A visual identifier, such as a headshot
- First Name
- Middle Name
- Last Name
- Email Address
- Phone Number
- Job Title
- Account Linkage: Each contact must be associated with an account.
- Owner: A platform user assigned ownership of the record. Ownership ties into the notification system.
- Audit Info: Indicates when the record was created and last modified.
Components
Contact Records include several components that support collaboration, activity tracking, and internal communication:
- Activity: Displays interactions and actions involving the contact, particularly portal activity.
- Portals: Shows all portals the contact has accessed or been associated with.
- History: Logs changes and updates made to the contact record.
- Comments: Allows internal discussions or notes related to the contact.
- Requested Users: Users this contact requested, with their status and whether they are an admin.
- Requested Accounts: Accounts this contact requested.
- Files: Documents attached to the record, such as contracts or NDAs. Admins can upload, download and delete files here.
Relationships
Contact Records are tightly integrated with other key records in the platform to support user access, sharing, and tracking:
- Account: A contact must be linked to an account for creation and contextual organization.
- User: Contacts are connected to users, enabling login access and personalized content delivery.
- Portals: Contacts can be linked to external Portals, and their engagement is tracked on both the contact and portal records.
- Requested by: A contact can be recorded as the requester of users and accounts. See the Requesters Report.
Summary
Contact Records support both relationship tracking and user access. By linking contacts to accounts, users, and distribution mechanisms like Portals, the platform ensures efficient communication, data transparency, and secure sharing of digital assets.