CRM: Adding and Editing Contacts
Learn how to create, manage, and search for contacts in Unificus CRM.
Adding a Contact
To create a new Lead, Prospect, or Client in Unificus, go to CRM > Contacts and select the +Add Contact button.
You’ll complete various fields to set up your contact record. Secondary Contacts are created using the same process.
Learn more about Secondary Clients
The required fields include Role, First Name, and Last Name. If the contact is a Prospect or Client, an Email is also mandatory. You may optionally assign a Company, upload a profile picture, and fill in Default and Custom Field information.
You can also designate a Coordinator, Salesperson, and other team members to work with this contact.
Use the dropdown arrow to see all available assignment options. Keep in mind that available assignments depend on the Role you select for the contact.
Sending Portal Access Invitations
During contact creation, you can immediately send a Portal Access Invitation to Prospects and Clients. This email includes a link to activate their account and set a password. If you prefer to wait, you can skip this step.
You may want to add a contact without sending an invitation right away. While a contact has “Not Invited” status, you can prepare resources for them to access later. During this period, they won’t be able to log in or receive email notifications about new content. Once ready, select Send Invite from the Options menu.
Note: If you’ve enabled Documents to be signed without login credentials, invitations won’t be held back even if the contact is in “Not Invited” status.
After sending an invitation, the contact’s status appears as “Invited” in your CRM list until they activate their account. You can Resend the Invite anytime via the Options menu (three dots).
Tip: The “Resend Invite” option is unavailable for contacts who have already activated their accounts. For account access issues, they need to reset their password instead.
Creating a Test Client
You’ll need a unique email address to set up a test client—consider using an alternate email or the Gmail unique email trick.
Navigate to CRM > Contacts and click +Add Contact.
For testing, select Client as the Role. Sending the Portal Access Invitation Email immediately will speed things up.
Fill in the required fields. This example uses the Gmail/G Suite hack.
You’ll receive an activation email. If you’re already logged into Unificus, right-click the link and select Open link in incognito window (Chrome), Open link in private window (Firefox), or the equivalent in your browser. Multiple users cannot be logged in simultaneously on the same browser.
To activate the account, set a Password. The Display Name typically auto-populates with your First and Last Name but can be customized.
The system automatically generates a unique Handle for @mentions and platform communication.
Now you can test features by creating Client pages, sharing files, generating invoices, and more.
Managing Contacts
In your Contacts list, click the Options menu button next to any contact you want to manage. The available options vary based on Role, Status, and other factors.
Use the quick icons at the top of the menu to copy the contact’s CRM Dashboard link, edit their information, send a Secure Message, or Impersonate them.
Accessing Contact UID
Click Options and select the Fingerprint icon to copy the contact’s unique identifier.
Editing a Contact
Go to CRM > Contacts. You have two options:
Option 1: Click Options and select the Edit icon.
Option 2: Click the contact name to open their Dashboard, then click Edit under Contact Details.
You can modify all profile information except the Display Name and Handle. To change these, impersonate the contact and use their Edit Profile option.
Note: Display Names can be anything you choose, but Handles must be unique and not duplicate any existing Handle.
When editing a Primary Contact, you can also prevent them from switching to ‘Individual Mode’, keeping them in the Company Portal view.
Learn more about preventing Primary Contacts from switching to Individual Mode
After making edits, you’ll see three save options and a clear changes option:
Save > List: Saves and returns you to the Contacts list.
Save > Contact: Saves and returns you to that contact’s Dashboard.
Save and Keep Editing: Applies changes while keeping the editor open.
Clear Changes: Removes all edits (you’ll still need to select a save option after).
Searching for Contacts
Find contacts or companies using Filtering, the Quick Switcher, or Search.
Filtering
Go to CRM > Contacts or CRM > Companies and click the Filter icon in the CRM list options.
Use the available filters to narrow down results.
Quick Switcher
When viewing a contact or company record, click the arrow next to their name to open the Quick Switcher.
Type a name in the dropdown box to quickly find a contact or company. All records also display if you leave the field blank.
Search Bar
From any page, click the Magnifying Glass Icon in the bottom right corner to open the search bar.
Enter a contact or company name to see related records.
Use the icons to Edit, Message, Impersonate, or view the CRM record:
Edit — Click the Pencil icon for a Contact or Company.
Message — Click the Envelope icon.
Impersonate — Click the Masquerade Mask icon.
Go to Profile — Click the Arrow icon.
Tip: Press ‘F’ on any page to open the Search window.