Contacts and organizations
Find, create, and manage the contacts and organizations your account works with — including importing them from a CSV, linking contacts to an organization, and using tags and notes to keep track of a relationship.
Before you start
- Contacts belong to your account and everyone on your account can see, create, and edit them — there's no per-user ownership.
- An organization is a company, agency, or other entity that one or more contacts belong to (older parts of the app call an organization a "contact group").
Steps
Find a contact or organization
Open Contacts in the sidebar. The Contacts tab lists every contact with columns for Name, Organization, Tags, Email, Phone, Last Updated, and Created; click a column header to sort by it. Type in Search contacts... to filter the list by any text shown in the table (name, title, organization, email, or phone), or use the Tags filter to narrow it to contacts carrying a specific tag. The Organizations tab lists organizations instead, with columns for Organization, Contacts, Sub-Organizations, Tags, Domain, Phone, Last Updated, and Created.
Some contacts and organizations are shared across accounts by Incenti — these carry an Incenti Contact or Incenti Organization badge and can't be edited or deleted from your account. The Hide Incenti contacts toggle above the table hides them from the list when you'd rather see only the contacts your own account created.
Create a contact
Click Create Contact. Fill in First Name, Last Name, Email, and optionally Phone, Title, Organizations (link it to one or more existing organizations), and Industries, then click Create Contact.
Import contacts from a CSV
Click Import CSV to open the Import Contacts dialog. Choose Upload CSV to import a spreadsheet, or Add Manually to start from a blank row and type contacts in directly. Only an email address is required for each contact; the downloadable template (Download CSV template) has columns for First Name, Last Name, Email, and Organization Name. A file can hold up to 1,000 rows. After uploading, review the preview table — invalid rows (missing or malformed email) are flagged and skipped on import, and rows whose email matches a contact you already have are called out as duplicates and skipped as well. Click Import N Contacts to start the import.
When a row names an organization, the import links the contact to an existing organization with that name or creates the organization if none exists.
Create an organization
From the Organizations tab, click Add Organization. Fill in Organization Name and optionally Description, Domain, Phone, Parent Organizations (to nest it under another organization as a sub-organization), and Industries, then click Create Organization.
Open a contact's detail page
Click a contact's name to open their detail page. Actions offers Edit Contact and Delete Contact. The Overview tab shows:
- Contact Information — name, title, organization, email, phone, and tags (use Add Tag to add one).
- Statistics — counts of documents and responses.
- Industries — industries assigned to the contact.
- Details — custom fields you've added (Add Field: Field Name and Value).
- Addresses — one or more addresses (Add Address: address lines, city, state, postal code, country, and an Address Type of Main, Mailing, Billing, or Other).
- Properties — shown only when the contact is connected, through a submitted response, to one or more properties in your properties module; it lists them on a small map.
The Documents tab holds files uploaded for the contact, and the Responses tab lists the form responses this contact submitted, each with its status and submission date. A contact's notes appear in their own card — see Notes — and tags work the same way here as everywhere else in the app — see Tags.
Open an organization's detail page
Click an organization's name to open its detail page. Actions offers Edit Organization and Delete Organization. The Overview tab shows Organization Information (name, domain, tags), a Primary Contact card naming the main point of contact at that organization (click Change Primary Contact to pick a different one), Statistics (counts of contacts, sub-organizations, and documents), Industries, Details custom fields, Addresses, and the same conditional Properties card described above.
The Contacts tab lists everyone linked to the organization. Click Link Existing Contacts to open the Manage Contacts dialog, check or uncheck contacts, and click Save Changes — or click Create Contact to add a brand-new one already linked to this organization. The Documents tab holds files uploaded for the organization.
Delete a contact or organization
Delete Contact and Delete Organization ask you to confirm before removing the record. Deleting a contact removes it (and its addresses and tags) from your lists and from any organization it belonged to, but it does not delete responses or opportunities the contact was already linked to — those keep their own record of the submission or relationship. Deleting an organization works the same way for its contacts and links.
What happens next
- A CSV import runs in the background. You'll see "Import started" right away, the new contacts appear in the list as the job works through the rows, and a notification in the bell tells you when the import is complete.
- Deleting a contact or organization takes effect immediately and can't be undone from the UI.
Common questions
Q: What's the difference between a "contact" and an "organization"? A: A contact is a person — a name, email, phone, and title. An organization is the company, agency, or other entity one or more contacts belong to; linking a contact to an organization is what makes it show up on that organization's Contacts tab and in the Organization column on the contacts list.
Q: I see contacts with an "Incenti Contact" badge that I didn't create. What are those? A: They're shared into your account by Incenti and are read-only — you can view and tag them, but you can't edit or delete them. Use the Hide Incenti contacts toggle above the contacts table if you'd rather only see contacts your own account added.
Q: Can I import organizations from a CSV too? A: Not on their own, but the contact import creates them for you: fill in the Organization Name column and each contact is linked to an organization with that name, which is created if it doesn't exist yet. Organizations without a contact are added one at a time with Add Organization.
Q: How do I move a contact to a different organization? A: Open the contact, choose Actions → Edit Contact, and change the Organizations field — remove the old organization and pick the new one. You can also do it from the organization side with Link Existing Contacts on the organization's Contacts tab.
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