Contacts and companies

The Contacts module holds the people (contacts) and companies (accounts) your organization works with, each with an owner. Most other business modules build on it: leads convert into contacts and companies, opportunities and quotations are made for a company, and suppliers are companies too.

Before you begin

• Open the module from Contacts in the main menu (/m/contacts). You need contacts.contact.read.
• To add and edit records you need contacts.contact.write. To delete or merge them you need contacts.contact.delete.
• Roles can limit each permission to your own records, your team's records or all records. See Permissions.

Key concepts

Concept	What it means
Person (contact)	An individual: name, email, phones, job title, company, country and notes. A name or an email is enough to create one.
Company (account)	An organization: name, website and domain, industry, size, phone, billing and shipping addresses.
Type	Each company is a Prospect (the default for new companies), Customer, Partner or Supplier.
Parent account	A company can belong to another, such as a group's head office. The parent's page lists its subsidiaries.
Domain	The company's web domain (for example example.com). It's used to find the company of an email address. It follows the website unless you set it.
Owner	The person who looks after the record. New records belong to their creator unless you choose another owner. Owners must be members who can view contacts.

Find your way around

The Contacts page has two tabs: People and Companies. Each tab has:

• a search box (Search people… or Search companies…) that matches names, emails, phones, job titles, companies, domains and more;
• an owner filter: All owners, Mine, No owner, or a person;
• a Filter button to build conditions on any field, including custom fields;
• Views to save the current search, filters, sort and columns, and show them again later;
• Sort: Name, Recently updated or Recently added;
• Columns to choose which columns the table shows.

The People table can show Company, Email, Phone, Owner and Added. The Companies table can show Type, Industry, Country, People (how many), Owner and Added.

The People tab of Contacts. Switch to Companies with the tab above the list.

Add a person

1. On the Contacts page, select New contact.
2. Enter First name, Last name and Email, plus any of Job title, Phone, Mobile, Company, Country and Owner.
   • In Company, search by name or domain. If the company doesn't exist yet, select Create "name" to add it on the spot.
   • Leave Owner as Me, or pick someone else.
3. Optionally open More contact details to add:
   • Other emails (Work, Personal, Other) and Other phones (Work, Mobile, Home, Other), up to 10 each;
   • Addresses (Work, Home, Other), up to 10;
   • Other accounts: other companies this person works with, each with their Role there. The person then appears among each of those companies' people.
4. Optionally set Consent (see below) and Notes.
5. Select Create.

If another person already has the same email, the dialog says so. Select Open it to go to that person, or Create anyway.

Add a company

1. On the Contacts page, select New company. (Or, on a company page, add a person directly with New contact in its people section.)
2. Enter the Name, and optionally Website, Domain, Type, Parent account, Industry, Size, Phone and Owner.
3. Under Address, enter the billing address: Address, Address (line 2), Postal code, City, Region and Country.
4. Under Shipping address, leave Same as the address above checked, or clear it and enter a different shipping address.
5. Optionally add Notes, then select Create.

If a company with the same name or domain exists, the dialog says so. Select Open it or Create anyway.

tip

Leave Domain empty and Modulix takes it from the website. Enter websites without https://; it's added for you. Countries can be typed as names in English, French, German or Spanish.

Company sizes

1–10 people, 11–50 people, 51–200 people, 201–500 people, 501–1,000 people and More than 1,000 people.

Parent accounts and subsidiaries

Choose a Parent account to place a company inside a group. A company can't be inside itself or inside one of its own subsidiaries. If you delete a parent, its subsidiaries become top-level accounts.

A person's page

Select a person's name to open their page. The header shows their job title, company, and badges for Do not contact and marketing consent. Buttons let you Email them (hidden when they're marked Do not contact), Edit, Merge or delete them.

The Details card shows emails, phones, mobile, country, addresses, Other accounts with roles, consent, owner and when they were added.

Other modules add sections to the page. For example:

• Opportunities lists deals where the person is the main contact or has a role (Opportunities module);
• notes, tasks, activities, attachments and custom fields appear when those features are enabled.

A person's page, with sections other modules add, such as their opportunities.

Consent and do not contact

In the Consent section of the contact dialog:

• Do not contact: turn it on to never call, email or include this person in campaigns. The Email button disappears from their page, and workflows and campaigns should skip them.
• Marketing consent: Not asked, Consent given or Consent withdrawn. The date is recorded automatically when it changes.
• Consent given or withdrawn by: how consent was obtained, for example "web form", "phone call" or "event".

Both can be used in filters, imports and exports.

Find and merge duplicates

When a person may have a duplicate (someone with one of the same emails, or the same name at the same company), their page shows "This contact may have a duplicate" with a Merge button next to each suggestion. You can also select Merge in the page header and choose the duplicate yourself.

1. Select Merge.
2. In Choose the duplicate, pick the other contact.
3. Read the warning: the duplicate will be deleted after the merge, and this can't be undone.
4. Select Merge.

The contact you're on keeps its details and takes the duplicate's wherever it has none. Emails, phones, addresses and other accounts are combined. Notes, tasks, attachments, custom fields, leads and opportunities move to the remaining contact. Then the duplicate is deleted.

Merging needs both contacts.contact.write and contacts.contact.delete.

A company's page

A company's page shows its type, industry, size and parent account in the header, and a Details card with domain, phone, address, shipping address, owner and when it was added. It also lists:

• its people, with New contact to add someone to the company;
• its subsidiaries;
• sections from other modules, such as:
  • Opportunities: deals for this account;
  • Quotations, Sales orders and Invoices from the Sales module, with New quotation to start a quotation for this company;
  • Receivables: what the customer owes and what's overdue (Accounts Receivable module);
  • notes, tasks, activities and custom fields.

A company's page brings together its people, deals, sales documents and balance.

Deleting a company keeps its people; they're left without a company. Deleting a person deletes what other modules attached to them, but their company stays.

How contacts and companies connect to other modules

• Leads convert into a contact and a company. Conversion reuses the contact with the same email and offers to link the company with the same domain or name. See Leads.
• Opportunities are deals for a company (the Account) with a Main contact and other contacts involved. See Opportunities and pipelines.
• Sales: quotations, sales orders and invoices are made for a company, and their balances appear in accounts receivable.
• Purchasing: a supplier is a company with the Supplier type. Its people and addresses are the company's.

Import and export

With permission to import or export records, the Contacts page shows Import and Export buttons for the tab you're on.

• Import opens Import people or Import companies. Upload a file, map its columns, and choose whether rows that match existing records (for example, by email) update them.
• Export downloads the records the list shows, with its visible columns, as CSV or Excel (.xlsx).

Workflows

The Create a contact workflow action adds a person (first and last name, email, phone, job title, company name, owner). The company is found by name, otherwise by the email's domain, otherwise created. If a contact with the same email exists, that contact is used instead of creating a twin.

Workflows can also react when contacts and companies are created, updated or deleted.

Permissions

Permission	What it allows	Granted by default to
contacts.contact.read	View contacts and companies	Admin, Member
contacts.contact.write	Create and edit contacts and companies	Admin, Member
contacts.contact.delete	Delete contacts and companies	Admin

Each permission can be limited per role to:

• own records (those the person owns);
• the team's records (owned by people in the same organization units or the units below; needs the organization structure);
• all records.

Records outside your scope are hidden. Records you can see but not edit or delete show without the edit or delete buttons.

Troubleshooting

• "Choose a member who can view contacts." The owner you picked can't view contacts. Pick someone with contacts.contact.read.
• I can't find a record a colleague created. Your role may limit contacts to your own or your team's records.
• There's no Merge button. Merging needs both edit and delete permissions on the contact.