How to Manage Contacts

In order to view content or perform actions referred to in this article you need to have the appropriate permissions enabled in your security group. Go to System > Setup > Security Groups and access your security group to update your permissions. The relevant security group tab and specific permissions for this article can be found here:

Create and edit Contacts

To view contacts, go to People > Contacts.

To quickly locate a contact, click the starting letter of the contact name above the search bar or enter the name in the search bar, and then click Search.

If you have a large customer database, you may need to narrow your customer search results using the Advanced filter options. You can filter customers based on Customer Contacts, Site Contacts, Supplier Contacts and Unassociated Contacts.

You can then save these filter options as a saved search to access a contact or group of contacts more quickly.

Access the following options when you right-click or click Options on a customer, or in the footer below the table:

View Contact	Access the contact card file and edit details. You can also access the contact card file by clicking the customer in the contact table.
Merge Contact	Merge a contact into another selected contact transferring all the associated customers, sites and suppliers. This is recommended if you have duplicate contacts in your system.
Delete Contact	Permanently delete a contact.

If you find duplicate contacts in your system, reconcile this by merging the two contacts.

You need to take caution when merging contacts as you cannot split the merged contacts again.

To merge contacts:

1. Go to People > Contacts.
2. Find the contact you need to merge and click Options > Merge Contact.
3. Search for and select the other contact as the merge destination.
4. Click Merge.

The first contact disappears from the table and the associated customer, sites and suppliers are transferred to the second contact.

Note that all the details from the first contact are not retained. Only the details from second contact remain on the new merged contact.

For more information, see Duplicate Contacts Report.

When you delete a contact, they are permanently removed from your system and cannot be restored.

To delete a contact:

1. Go to People > Contacts.
2. Select the check boxes for each contact you need to delete.
3. Below the table, click Delete > OK.