CRM Contacts

View

From the Contacts list view you can see all Contacts in a paginated table layout (with pagination controls at the bottom of the table) and a sortable column header for the 'Name' field.

Additionally, you’ll find controls for adding, editing and deleting Contacts, as detailed further below.

Icons, displayed against each Contact row, also indicate the Contact State in which you can see more information on below.

Search/Advanced Search

You can also search the Contact list via the search field at the top of the table, which will search for your keyword/s within the item name and email address.

Additionally, to the right of the search field you can expand open the Advanced Search options. These allow you to display results based on ‘CRM Type’ (whether they are general Contacts or subscribed secure zone members) and ‘Member Type’ (whether the member has successfully been through the email verification process [Confirmed member] or not [Non-confirmed member]).

Regardless of the email verification flow setting (found under ‘Settings’ > ‘Misc’ > ‘CRM Settings’), or the member’s icon in the CRM list, the member’s verification state only becomes ‘verified’ if they have actioned the email verification link sent by WebinOne, or a site admin has edited and saved the Contact's password manually.

For more information on Contact/member states, see the documentation for Contact States below.

Import/Export

Found under the main auxiliary menu (), you can import/export data to/from your Contacts. You can further add/update your Contacts in bulk using a spreadsheet application and re-import them in an Excel file format (.xlsx).

Use the "Get Import Template" option from the auxiliary menu, or export the current items, in order to get a template import file you can use for importing new data.

If re-importing to update existing items, be sure to maintain the same 'ID' values from those exported items.

Conflicts & Updating Existing Contacts via Import

When importing Contacts where there is an existing email address, or where you’ve included the existing item ID for updating, a few checks will be performed by the system.

The logic is as follows:

If the import item includes an ID (in the ‘ID’ column of the spreadsheet) but the email address specified in the import is different to the database, the system will first check if the new email address already exists in the database (on another Contact). If it doesn’t, the Contact will be updated with the new email address. However, if it does already exist, the whole item will be skipped with no updates made to that record.

Where no ID is specified, the system will still check all email addresses for duplicates, and if found, will update the existing Contact as per the import file.
New email addresses will, of course, create new Contact records in the database.

Delete

Individual items can be deleted either by clicking the trash can icon () to the right of the item or when on the item's edit page, click the trash can icon () in the lower right of the page.

Additionally, you can make bulk selections from the item list view (by ticking the checkboxes on the left of each item) and click the "DELETE SELECTION" button that will appear at the base of the list view.

Details

The Contacts detail view will display any currently populated system fields, along with all added Advanced CRM Groups.

Clicking “EDIT” at the bottom of the page will allow for editing these fields and adding custom fields.

An explanation of the system fields is as follows:

Custom Fields

You can assign Advanced CRM Groups to an individual Contact by clicking the “+ Add custom fields” link at the bottom of the contact’s edit details page.

For further information on managing custom fields, see the documentation on Advanced CRM Groups.

Form Submissions

This section provides a similar view as per the main ‘CRM’ > ‘Form Submissions’ component of the CRM, but specifically for Form Submissions owned by the Contact currently being viewed.

For more information on viewing these, see the documentation for Form Submissions.

Subscriptions

This section provides an interface for managing the Contact’s Mailing List and Secure Zone subscription status (if applicable for your site plan).

Mailing Lists

If you are using an integrated mailing list solution and have mailing list/s created, you’ll see those lists available here for manually subscribing/unsubscribing the Contact.

See the documentation for more information on mailing lists here.

Secure Zones

If you are using secure zones on your site, you’ll see those secure zones available here for manually subscribing/unsubscribing the Contact, along with setting an expiry date that the secure zone access will be applicable for.

If the secure zone is a paid recurring zone and the current Contact has an active paid subscription, there will also be a “Cancel recurring subscription” link alongside the relevant zone. This enables you to stop the contacts' future payments and remove their secure zone access.

Further options for secure zones include:

“SEND PASSWORD RECOVERY E-MAIL”, allowing you to send the “Password Retrieve Email” system email (which generates the contact’s reset password link).

“SEND LOGIN DETAILS E-MAIL”, allowing you to send the “Secure Zone Login Details” system email (which lists the zones they have access to).

“RESEND VERIFICATION”, allowing you to send the “Confirm Email Notification” system email (which generates a one-time use, tokenised link to verify the validity of the email address being sent to).

This button will not be visible if the member is already verified, or if you have unchecked the ‘Enable email verification flow’ setting (found under ‘Settings’ > ‘Misc’ > ‘CRM Settings’).

See the documentation for more information on System Emails here.