Manage Contacts

Take actions to manage contact records, including updating their relationships with organizations and requests, and merging duplicate records. Update the primary contact for an organization or request.

Once a contact is added in the site, multiple actions are available from the contact record to manage basic information for the contact, the contact's relationships with organizations and requests, and more. 

The primary contact for an organization or request can be updated as needed to maintain accurate information and make use of the primary contact fields throughout the site.

Manage a Contact

To manage a contact, open the contact record and view or edit details. 

1. Navigate to the contact record, either through a search from the quick navigation menu or the Contacts tab of a related organization or request.
   1. If accessing the contact from an organization or request record, click the double arrow icon next to the contact.
      
      

Click the Overview tab to manage basic information and actions for the contact.

• Click the pencil icon next to a field to edit it. 
• Click the trash can icon to delete the contact.
  
  
• The Inactivate a Contact section contains details on marking the contact inactive.

Click the Email, Phone & Address tab to manage contact information for the contact. 

• Click Add New Email Address, Add New Phone Number, or Add New Address to add any of this information.
  
  
• Click the pencil icon next to an email address, phone number, or address to edit it, or the trash can icon to delete the item.
  • When editing an email address, phone number, or address, check Yes under Preferred to indicate that this should be the default email address, phone number, or address for the contact.
    
    
• The available email, phone, and address types are configured in Admin Tools & Settings. Contacts contains details.

Click the Organizations & Requests tab to manage details about this contact’s organization and request relationships.

• Click the pencil icon next to Primary Organization to change which organization is set as the main organization relationship for this contact.
  
  
• Click Add Contact to New Organization to select an additional organization with which this contact is related.
  
  
• Click an organization in the list to expand and manage the details. 
  • The Inactivate Contacts section contains details on marking the contact inactive at an organization or removing them from an organization or request.
  • Click the pencil icon next to Hide in Organization Grantee Portal to configure this setting.
    • If Yes is selected, this contact will not be available as an option to select in a contact field on a grantee portal intake form.
      
      
  • Click Add New Organization Role to add a new role for the contact at the organization.
    
    
  • Click the pencil icon next to an organization role to edit it.
    
    
  • Click the trash can icon next to an organization role to delete it.
    
    
  • Click Add Contact to New Request to add the contact to another request for the organization.
    
    
  • Click a request to expand the details. The options to add a new request role for the contact and edit or delete an existing request role are available.
    
    
• The More Request Relationships section contains details on requests with which the contact has a relationship but is not an organization contact. 
  • Click Add Contact to New Request to add the contact to another request.
    
    
  • Click a request to expand the details. The options to add a new request role for the contact and edit or delete an existing request role are available.
    
    

Click Interactions to manage interaction information with this contact.

• Interactions contains details.  

Click Portal Account to manage this contact’s access and permissions to the grantee, board, and external reviewer portal, if applicable. 

• The GivingData Portals section of the Knowledge Base contains articles on each of these portals.
  
  

Click Coding to manage codes applicable to this contact.

• Codes Overview contains more information on the use of codes.
  
  

Click Custom Fields to manage custom fields applicable to this contact. 

• Custom Fields Overview contains more information on the use of custom fields.

Manage Organization and Request Primary Contacts

The primary contact for an organization or request record defines the main point of contact for that record. 

Once set, the primary contact for an organization or request is accessible and useful in several ways throughout the site. The organization or request primary contact can be:

• Added as a column in a list view.
  
  
  
• Added as a merge field in document templates or the body of an email.
  
  
• Selected as the recipient for a batch email.
  
  

Manage the Primary Contact for an Organization  

1. Navigate to the organization record.
2. Click the Overview or Contacts tab.
3. Click the pencil icon next to Organization Primary Contact.
   
   
4. Select a contact from the dropdown, and then click Save.
   1. Only existing organization contacts are available in the dropdown.
      
      

Manage the Primary Contact for a Request 

1. Navigate to the request record.
2. Click the Overview or Contacts tab.
3. Click the pencil icon next to Request Primary Contact.
   
   
4. Select a contact from the dropdown, and then click Save.
   1. Only existing organization contacts are available in the dropdown.

Inactivate Contacts

A contact can be marked inactive overall in the site, which also marks them as inactive for all related organizations and requests. This is the recommended action for a contact who has retired, no longer works with any of their related organizations, or is deceased. 

A contact can also be marked inactive for a specific organization, which does not affect their status with any other related organizations. This is the recommended action for a contact who is no longer involved with one organization, but is currently or might later be involved with others. 

Finally, a contact can be deleted as an organization or request contact. While marking a contact inactive retains the history that they were previously an organization or request contact, deleting them as an organization or request contact also removes this history. 

On the Contacts tab for an organization or request record, inactive contacts can be viewed by checking the box for Include Inactive Contacts.

Mark a Contact as Inactive

Marking a contact as inactive overall in the site removes them from the active contact list for all related organizations and requests. The contact will not receive automated or batch emails from the system.

1. Navigate to the contact record, either through a search from the quick navigation menu or the Contacts tab of a related organization or request. 
2. Click the pencil icon next to Inactive.
   
   
3. Select Yes, and then click Save.
   
   

Mark a Contact as Inactive at an Organization 

Marking a contact as inactive at an organization does not affect their status with any other related organizations. If the contact is also a request contact for any requests with the organization, they will also be marked as inactive on those requests. 

1. Navigate to the contact record, either through a search from the quick navigation menu or the Contacts tab of a related organization or request. 
2. Click the pencil icon next to Status at the Organization for the applicable organization.
   
   
3. Select Inactive, and then click Update.
   1. If the contact is currently the primary contact for the organization and/or any of its requests, they will be removed as the primary contact when this action is completed. Select Yes to choose a new primary contact for the organization and/or requests now.
      1. This prompt does not appear for requests with a Declined or Approved Closed status.  
         
         
         
4. If the contact has roles configured at the organization and/or any of its requests, update the end dates for the roles if desired, and then click Update.
   
   

Delete a Contact from an Organization or Request  

Deleting a contact from an organization or request also deletes the history that they were previously related to the organization or request. This is typically only recommended if the contact's relationship with the organization or request was entered in error.

1. Navigate to the contact record, either through a search from the quick navigation menu or the Contacts tab of a related organization or request. 
2. Click the Organizations & Requests tab.
3. Click the trash can icon next to an organization or request.
   
   
4. Enter DELETE in the text box, and then click Remove. 
   1. If the contact is also a request contact for any requests with the organization, check the box to also remove them from the requests if desired.

Merge Duplicate Contacts

If duplicate contact records exist in the site, they can be merged to keep all data and communications with a contact in one record.

1. Navigate to the organization or request with which the contact is related. 
2. Click the Contacts tab.
3. Click the dropdown icon next to the contact, and then click Merge With Duplicate Contact.
   
   
4. Enter and select the contact with which this contact is a duplicate, and then click Next.
   
   
   
5. Switch the master contact record if needed, and then click Next.
   
   
6. Review the checkbox selections for the data to keep on the master contact record for any fields with conflicting information, make edits as needed, and then click Next.
   
   
7. Review the confirmation information, type MERGE in the text box, and then click Merge Contacts.