Dashboard > Team > Contacts

Dashboard > Select a Project > People > Contacts

Permissions

Always remember to ensure the correct people have the appropriate permissions to access your company and project data. This can be done per individual or by applying Permission Templates.

In order to Manage Contacts, users will need Manage permissions for Contacts

Contacts can be managed at both the Company and the Project level. This article will take you through the different ways you can manage all of your Contacts!

Managing Contacts at the Company Level

Managing Contacts at the Company Level is handled in the Team module, under the Contacts tab.

Editing Individual Contacts

You can easily make individual edits to your Contacts' information by opening their profile and making the necessary changes in the fields provided and clicking "Save"

Filtering Contacts

Using your filters is an ideal way of pulling up just the names you need. Filters are a big help when implementing the Actions menu.

Click on "Filters" to open up your Filters window
Select the criteria you want to use to select your Contacts
1. Type - Choose the type of contact you want to see:
  1. Client
  2. Vendor
2. Classification - If you have assigned classifications to your Contacts, you can filter by them
3. Category - If you have assigned classifications to your Contacts, you can filter by them
4. Status - Choose the status of your Contacts:
  1. Active
  2. Archived
5. External - Do the Contacts have External User Access:
  1. Yes
  2. No
6. Groups - Choose to view Contacts from the groups to which they are assigned
7. Company - Choose your Contacts based on the Company to which they are connected
Click "Apply" to set your filters

You'll now see only the Contacts that fit the criteria chosen in your Filters. You'll also see the filter(s) chosen as well as the red lightning bolt icon denoting that Filters are in place

Exporting Contacts

Export your list of Contacts, or just the ones you need with the Export Actions. You can choose to export to a PDF or CSV format.

In the Contacts tab of the Team module, click on Actions to bring up the dropdown menu
Select
1. Export to CSV - A zip file with the CSV list of Contacts will immediately be emailed to you
2. Export to PDF - A new screen will open
  1. Here, you can choose to include the default columns in your PDF or all the columns selected in your Table Settings
    Click "Export"
    Your PDF preview screen will open and you can save or print your list.

You can also export just the Contacts you want with the "Export Selected" option.

To make it easier to select just the Contact you want to export, you'll find using the Filters will help.

Exporting Selected

Select the contacts you want to export by checking the boxes beside their name (Tip: to select ALL, check the box above)
Under the Actions menu, select "Export Selected" and a zip file will automatically be emailed to you

Archiving Contacts

Archiving contacts is the best way to clean up contact lists in your company's system. Archived Contacts will no longer show in your main list.

To start, select the Contacts you wish to Archive by checking the boxes beside each one
Under the Actions menu, select "Archive Contact(s)"
Click "OK" to confirm

NOTE: As noted in the confirmation window, once a contact has been Archived, it cannot return to an Active state. Instead, you will need to create a new contact in the system.

Once your Contacts are Archived, they will no longer appear in your main Contact list. To see them, you'll need to use your Filters.

Locating Archived Contacts

Click on "Filters" to open your Filters window
In the Status field, select "Archived"
Click "Apply"

You'll now see your list of Archived users, and you'll see that your filters are in place denoted by the red lightning bolt and the filter chosen.

Bulk Edit

Make edits to multiple Contacts at once with our Bulk Edit Action. With Bulk Edit, you can make the following updates:

Company
Classification
Category
Type
- Client
- Vendor
External User Access

Start by selecting the Contacts you wish to edit by checking the boxes beside their names
Under the Actions menu, select "Bulk Edit"
In the Bulk Edit window, select the edit option(s) you wish to make by checking the box beside it.
Once checked, make the edit in the field provided (in the example below, we have are revoking External User Access to our three selected Contacts)
Click "Save" to save your updates

Remember that any changes made will apply to all Contacts selected, so always be certain of the changes you want to make

Assigning to/Unassigning from Projects

Assign multiple Contacts to a Project all at once, and unassign them if necessary.

Select the Contacts by checking the boxes beside their name
Under the Actions menu, select "Assign to Project" or "Unassign from Project"
Select the project you want to assign or unassign your Contacts to in the field provided
Click "Submit" to confirm

Once assigned, they will be able to view, through the External Portal, the Project's RFIs and Change Orders to which they are assigned

Merging Companies

Sometimes mistakes are made and duplicate companies are added to your instance. You may connect some contacts to one company and some to another. To clean up your data, you can archive one company and merge its contacts with the one you want to keep.

By merging, all data associated with the company will be merged.

From the Actions dropdown, select "Merge Company" - no need to select Contacts first
A new screen will open, allowing you to select
1. The Company you want to Archive
2. The Company you want to keep
3. You'll see all the Contacts that are tied to the archiving company and which Contacts they'll be merged with for the remaining Company
Click "Confirm" to complete the merge

NOTE: Merging companies is an action that cannot be undone.

Converting External Contacts to Users

External Contacts are Contacts with External User Access. This means they can access certain areas of the app via an external link. They are still Contacts, and cannot access SiteMax the same way as your Users, but they can be named as recipients and even active participants in some of our modules. If you're finding you want some of these Contacts to have User access, meaning they will have an account they use to log into SiteMax, you can convert them into Users.

Under the Actions dropdown, select "Convert External Contacts to Users" - No need to select Contacts first
A new screen will open where you can select from your list of External Contacts - Multiple Contacts can be selected
Click "Convert" to complete the conversion

Your External Contacts will now be archived and replaced with Users - They will be listed in the Users tab. Be sure to assign the necessary permissions to them!

Sending Portal Invitation Email

After creating a Contact with External User Access, the contact can be invited to the External Portal by sending an invitation.

Select the Contacts (make sure they have External User Access by reviewing the "External" column in your table) by checking the boxes beside their names
Under the Actions menu, select "Send Portal Invitation Email"
Click "Send" to confirm
Your Contact(s) will receive an email allowing them to set up their account.
Once a Contact creates their account, they are granted limited access to RFIs, Submittals, and Change Orders in SiteMax. They will have access to the external portal as shown below.

Adding to a Group

Assign your Contacts to existing Contact Groups quickly and easily with Actions. Groups are a terrific way of managing your Contacts, as you can group them based on Classifications, Categories, External User Access, and much more. Create as many Groups as needed.

Learn about Creating Groups in our Article!

Select your Contacts by checking the boxes beside their names
Under the Actions menu, select "Add to Group"
A new window with your current Groups will appear.
Select the Group you want to add your Contacts to and click "Add"

You'll now see your Contacts listed when viewing the Group in the Groups tab of your Team module

Managing Contacts at the Project Level

Managing Contacts at the Project level is done in the Contacts tab of the People module in your selected Project. Here, you can make any adjustments and/or edits to Contacts assigned to the project.

Much of the Project-level management will be similar to Company-level

Editing Individual Contacts

As with your Company Contacts, you can make individual changes to a Contact's profile

Click on the Contact's name to bring up their profile
Click on any of the fields provided and make your edits
Click "Save" to save your changes

Filtering Contacts

If you have a large number of Contacts assigned to your Project, using your filters is an ideal way of pulling up just the names you need. Filters are a big help when implementing the Actions menu.

Click on "Filters" to open up your Filters window
Select the criteria you want to use to select your Contacts - In the example below, we are filtering by Contacts without External User Access (ie; External = No)
Click "Apply" to apply your filters

Your new list of Contacts will appear matching the criteria selected in your Filters. You can see that filters are in place by the appearance of the red lightning bolt icon, as well as the filters chosen

Exporting Project Contacts

Export your Project Contacts, or just the ones you need with the Export Actions. You can choose to export to a PDF or CSV format.

In the Contacts tab of your Project's People module, click on Actions to bring up the dropdown menu
Select
1. Export to CSV - A zip file with the CSV list of Contacts will immediately be emailed to you
2. Export to PDF - A new screen will open
  1. Here, you can choose to include the default columns in your PDF or all the columns selected in your Table Settings
    Click "Export"
    Your PDF preview screen will open and you can save or print your list.

You can also export just the Contacts you want with the "Export Selected" option.

To make it easier to select just the Contact you want to export, you'll find using the Filters will help.

Exporting Selected

Select the contacts you want to export by checking the boxes beside their name (Tip: to select ALL, check the box above)
Under the Actions menu, select "Export Selected" and a zip file will automatically be emailed to you

Archiving Project Contacts

Archive Contacts directly from your Project's Team module. Note; this will archive them from your system and cannot be undone.

Select the Contacts you want to Archive by checking the boxes beside their name
Under the Actions menu, select "Archive Contact(s)"
Click "OK" to confirm

Bulk Editing Project Contacts

Make updates to multiple Contacts at once with our Bulk Edit action.

Remember that any changes made will apply to all Contacts selected, so always be certain of the changes you want to make

Select the Contacts you want to edit by checking the boxes beside their names
Under the Actions menu, select "Bulk Edit"
Your Bulk Edit window will open where you can select and enter the updates you wish to make:
1. Company
2. Classification
3. Category
4. Type
  - Client
  - Vendor
5. External User Access
Check the box beside the Edit option(s) you want to make and enter the update - In the example below, we have checked the "Classification" box and selected our chosen Classification from our existing list
Click "Save" to save your edits

Assigning to/Unassigning from Projects

You can assign some or all of your Project's Contacts to another project or unassign them

Select your Contacts by checking the boxes beside their names
Under the Actions menu, select either "Assign to Project" or "Unassign from Project"
A new window will open up allowing you to select from your list of projects to either assign or unassign your contacts to or from
Click "Submit" to complete assignment/unassignment

Merging Companies

By merging, all data associated with the company will be merged.

From the Actions dropdown, select "Merge Company" - no need to select Contacts first
A new screen will open, allowing you to select
1. The Company you want to Archive
2. The Company you want to keep
3. You'll see all the Contacts that are tied to the archiving company and which Contacts they'll be merged with for the remaining Company
Click "Confirm" to complete the merge

NOTE: Merging companies is an action that cannot be undone.

Converting External Contacts to Users

Under the Actions dropdown, select "Convert External Contacts to Users" - No need to select Contacts first
A new screen will open where you can select from your list of External Contacts - Multiple Contacts can be selected
Click "Convert" to complete the conversion

Your External Contacts will now be archived and replaced with Users - They will be listed in the Users tab. Be sure to assign the necessary permissions to them, as well as assigning them to your Project as Users!

Sending Portal Invitation Emails to Project Contacts

After creating a Contact with External User Access, the contact can be invited to the External Portal by sending an invitation.

Select the Contacts (make sure they have External User Access by reviewing the "External" column in your table) by checking the boxes beside their names
Under the Actions menu, select "Send Portal Invitation Email"
Click "Send"to confirm
Your Contact(s) will receive an email allowing them to set up their account.
Once a Contact creates their account, they are granted limited access to RFIs, Submittals, and Change Orders in SiteMax. They will have access to the external portal as shown below.

Adding Project Contacts to Groups

Learn about Creating Groups in our Article!

Select your Contacts by checking the boxes beside their names
Under the Actions menu, select "Add to Group"
A new window with your current Groups will appear.
Select the Group you want to add your Contacts to and click "Add"

You'll now see your Contacts listed when viewing the Group in the Groups tab of your Team module in your main dashboard

Emailing Selected Project Contacts

Send the Contacts in your Project an email without leaving your Project page.

Select your Contacts by checking the boxes beside their name
Under the Actions menu, select "Email Selected Contacts"
Your email screen will open with your Contacts email addresses in the recipients' field and you can send your email.