CRM: Adding and Editing Contacts

How do I add a Contact?

Navigate to CRM > Contacts and select the +Add Contact button to create a Lead, Prospect, or Client.

You’ll encounter multiple fields for entering Contact information. Secondary Contacts can be added using the same process.

CLICK HERE to learn more about Secondary Clients.

The following fields are mandatory: Role, First Name, and Last Name. For Prospects and Clients, the Email field is also required. You may optionally assign a Company, upload an avatar, and add Default or Custom Field data.

You can also designate a Coordinator, Salesperson, and other team members to the Contact through assignments.

Click the dropdown arrow to see all available assignment options.

TIP: The assignments shown depend on the ROLE selected for the Contact.

Inviting Prospects and Clients to the Portal

During contact creation, you can immediately send a Portal Access Invitation email, which includes an account activation link. The recipient must set a password before accessing the platform. You can skip this step by unchecking the option.

Sometimes you may want to add a Contact without sending the activation link immediately. While in “Not Invited” status, you can prepare resources for them without triggering portal access or email notifications. Once ready, select Send Invite from the Options menu.

TIP: One exception exists: if document signing without login is enabled and you assign a document to the Contact, they’ll receive an email.

CLICK HERE to learn about Documents

Once you send the Portal Access Invitation, your Prospect or Client will show “Invited” status in the CRM list under Last Login until they activate. While in Invited status, you can choose Resend the Invite anytime via the Options menu (3 dots).

TIP: “Resend Invite” is unavailable for Prospects or Clients who have already activated their accounts. If they need help accessing their account, they must reset their password.

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Creating a Test Client

You’ll need a unique email address—consider using an alternate email or exploring the Google ‘unique email’ hack.

Go to CRM > Contacts and click +Add Contact.

For testing, select Client as the Role. Sending the Portal Access Invitation Email right away will speed things up.

Fill in only the required fields. This example uses the Gmail/G Suite hack.

You’ll receive the activation email. If already logged in, open the link via “Incognito” or “Private” mode by right-clicking and selecting Open link in incognito window (Chrome), Open link in private window (Firefox), or similar in other browsers. Two users cannot be logged into the same browser simultaneously.

Activate the account by setting a password. The Display Name typically auto-fills with First Name/Last Name but can be any name or nickname.

A unique ‘Handle’ will automatically be generated for each user. Handles are mandatory for @mentions and ensure precise communication across the platform.

Now experiment by creating Client pages, sharing Files, generating Invoices, and exploring what your Clients will experience.

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How do I manage my Contacts?

In the Contacts list, click the Options menu button next to the Contact you wish to manage. This menu functions similarly to the Flyout Menu.

Available options vary based on factors like Role and Status. You can accomplish many tasks directly from this menu.

Use the quick icons at the top to copy the Contact’s CRM Dashboard link, edit their information, send a Secure Message, and Impersonate the user.

CLICK HERE to learn about the CRM Dashboard

CLICK HERE to learn about Secure Messaging

CLICK HERE to learn about Impersonating

Contact UID

Access the Contact UID by clicking Options and selecting the Fingerprint icon to copy it.

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How do I edit a Contact?

Go to CRM > Contacts. You have two options:

Option 1: Click Options and select the Edit Icon.

Option 2: Click the Contact from CRM > Contacts, which opens their Dashboard.

From there, click Edit under Contact Details.

TIP: You can modify all Profile information except the Display Name and Handle. To change these, impersonate the Contact and click ‘Edit Profile’. The Display Name can be any value, but the Handle must be unique and not match any existing handle.

When editing a Primary Contact, you can also Prevent the Primary Contact from switching into ‘Individual Mode’. This setting locks them into the Company Portal, preventing access to their Individual portal via the Flyout Menu.

CLICK HERE to learn about Preventing Primary Contacts from switching into “Individual Mode”.

After editing, you’ll see three Save options and a Clear Changes option at the bottom.

Save > List: Saves your edits and returns you to the Contacts list.

Save > Contact: Saves your edits and returns to that Contact’s Dashboard.

Save and Keep Editing: Applies changes while allowing further edits.

Clear Changes: Removes all edits. You still need to select a save option afterward.

How do I search for a Contact?

Search for a Contact or Company using Filtering, the Quick Switcher, or the Search function.

Filtering

Go to CRM > Contacts or CRM > Companies and click the Filter icon in the CRM list options.

Use the Filter options to locate the relevant Contact or Company.

The Quick Switcher

When viewing a Contact or Company record in CRM, click the arrow next to their name to open the Quick Switcher.

Type the name in the dropdown box to quickly find your Contact or Company. All your Contacts and Companies also appear in the dropdown.

The Search/Find Bar

From any page, search for a Company or Contact by clicking the Magnifying Glass Icon in the bottom right.

Enter the Contact or Company name in the search bar to view matching Contact and Company records.

Use the icons to Edit, Message, Impersonate, or access the CRM record.

Edit by clicking the Pencil icon for the Contact or Company.

Message by clicking the Envelope Icon.

Impersonate by clicking the Masquerade Mask Icon.

Go to the Contact or Company profile by clicking the Arrow Icon.

TIP: Press the keyboard shortcut ‘F’ on any page to open the Search/Find window.