Contacts represent individuals who can receive assessments, documents, issues, or messages. In the platform, external contacts are grouped by their partner . Unlike external contacts, internal contacts tie back to business units and organizations. This article will focus on managing external contacts.
Contact management helps users view, add, and edit external contacts. Users can access these features from the System Admin Module or the Partners Module.
The following article outlines how to manage external contacts from the System Admin Module.
Note: Only users configured to be System Admins can manage contacts from the System Admin Module.
To see all workflows on managing contacts from the Partners Module, please see our full article below:
This article covers the following topics:
You can view, add, and edit contacts from the Contacts screen or for individual partners from the Contacts tab under the Partners screen.
From the System Admin Module, navigate to the Contacts screen and click on the Add Contact button on the top right to add a new contact as shown below.
Note: You must have System Admin Partner and Contact Management permissions to access the Contacts screen from the System Admin Module.
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From the System Admin Module, navigate to the Clients tab, and select the partner you intend to add a contact for as shown below.
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Navigate to the Contacts tab and click the Add Contact button as shown below.
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In the Add Contact Window, select the partner of your choice (if added from the Contacts screen), input the contact's name and email address, and click the Save button to confirm as shown below.
Note: Partner and Email fields are required when adding Contacts. For guidance on adding a Partner visit: Adding an External Partner. Once a Partner has been added to the system, you will be able to select them from the dropdown under the required Partner field as shown above.
Contacts can also be edited at any time if details need to be updated.
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Navigate to the Contacts screen and click on the 3 dots icon to the right of the desired contact. Select the Edit option as shown below.
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In the Edit Contact Window, you can make changes to the contact as needed, and select the Save button to confirm.
Note: You can only make updates to the name and custom fields. Partner and email fields cannot be amended.
To learn more about adding custom fields, please see our full help articles below:
When a new contact is added to a partner, they will remain in an N/A status until they are invited to the platform with an entity such as an assessment or issue. Once invited, a contact will receive an email notification with a link to register on the platform. This invitation will expire in 15 days for security purposes, however, you have the ability to re-invite if they are in a Pending or Expired status.
To learn more about Registration Invite Expiration and Automatic Reminders, please see our help article here:
For instructions on how to re-invite contacts and view invitation history logs, please see our full help article:
Users have the option to bulk-export and import contacts to/from an approved import template. This enables users to easily add multiple contacts at once. To see steps on these workflows, see our help articles:
System Admins have the ability to deactivate contacts that have active connections to your organization. The deactivated contact will no longer appear as an available contact to publish entities to. When deactivating a contact, the user will have the option to remove just the current or all instances of the contact. This is relevant for contacts that exist under multiple partners at once, but the option will show for all contacts regardless.
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Click on the 3 dots icon to the right of the desired contact and select Deactivate as shown below.
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In the Deactivate Contact Window, choose to deactivate the contact for only the selected partner, or across the entire production instance for all partners as shown below. Select Deactivate to confirm.
Note: If this contact is an additional recipient to any active assessments, upcoming assessments, or issues they will be removed from the same.
System Administrators have the ability to set any external contact as a primary contact for a partner. The first contact added to a partner will be set as the primary contact by default, but a different contact can be made primary for that partner at any time. Please see our help article to learn more: