10.1 Customer Contacts

A Contact is an individual person associated with a Customer in AIUNIFY CRM.

Contacts allow the CRM to separate company-level information from the people who communicate, receive documents, participate in projects, submit support requests, or use permitted customer-facing functions.

10.2 Opening the Contacts Area

Open the Customer profile and select its Contacts area.

If the Customer was created using Save and Add Contact, the CRM can take you directly to this area and automatically open the new-contact workflow.

10.3 Contact Information

The confirmed Contact form includes fields for information such as:

• Profile image
• First name
• Last name
• Position or title
• Email address
• Phone number
• Supported text direction
• Additional Contact fields made available by the CRM

Enter information for the individual person rather than repeating general company information that belongs on the Customer record.

10.4 Contact Profile Image

The Contact form supports a profile image. Existing Contact images can also be removed through the Contact interface when the operation is available to the user.

10.5 Primary Contact

AIUNIFY CRM supports a primary Contact for a Customer.

When a Contact is made primary, the system removes the primary designation from the Customer's other Contacts so that only one Contact holds that status at a time.

Use the primary designation for the individual who should represent the Customer's main relationship contact according to your organization's workflow.

10.6 Contact Email Address Changes

Take special care when changing an existing Contact's email address.

The Contact interface contains a warning when an email-address change may affect Proposals linked to that Contact. The workflow can provide an option to update Proposal email addresses associated with the Contact.

Review the warning before deciding whether related Proposal email information should also be updated.

10.7 Contact Portal Access

Contacts can be given access to permitted customer-facing CRM information.

The application maintains Contact permissions separately for each Contact. These permissions determine which supported customer-portal areas that person can access.

When Contact-access options are presented in your authorized Customer workflow, grant only the access appropriate for that individual.

10.8 Contact Communication Preferences

The Contact record supports operational email-delivery selections for several CRM record types.

Confirmed Contact email selections include notifications relating to:

• Invoices
• Estimates
• Credit Notes
• Contracts
• Tasks
• Projects
• Tickets

Review these selections according to the Contact's responsibilities and your organization's communication practices.

10.9 Welcome and Password Emails

When a Contact is created, AIUNIFY CRM contains workflows for sending the Contact a welcome email and, when selected, a password-setting email.

The password-setting workflow allows the Contact to establish access without requiring staff to communicate a reusable password manually.

10.10 Contact Permissions During Updates

When an authorized staff user edits a Contact, the CRM synchronizes the permissions selected for that Contact. Permissions that are no longer selected can be removed, and newly selected permissions can be added.

This access applies to the Customer Contact's permitted portal functions. It is separate from internal CRM staff-user access.

10.11 Creating a Contact

1. Open the correct Customer.
2. Open Contacts.
3. Select the option to add a Contact.
4. Enter the person's name and available Contact information.
5. Confirm the email address carefully.
6. Set the primary-Contact status only when appropriate.
7. Review the Contact's permitted customer-facing access when those options are presented.
8. Review applicable email-notification selections.
9. Use the password-setting or welcome workflow when appropriate.
10. Save the Contact.
11. Verify that the Contact appears under the correct Customer.

10.12 Editing a Contact

1. Open the Customer.
2. Open Contacts.
3. Select the intended Contact.
4. Review the existing information before making changes.
5. Update only verified information.
6. If changing the email address, review the Proposal warning and related options carefully.
7. Review Contact access and email selections.
8. Save the changes.
9. Confirm that the correct Contact was updated.

10.13 Contact Data Safety

• Do not create duplicate Contacts for the same person unless there is a legitimate business reason.
• Keep the Contact attached to the correct Customer.
• Verify email addresses before sending portal or password information.
• Grant only customer-facing access appropriate to that Contact.
• Review primary-Contact changes carefully.
• Do not confuse customer Contact access with internal staff access.