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How to Manage Shared Contacts

Updated

1. What This Feature Does

The Shared Contacts feature allows administrators to create and manage reusable contacts that can be added to channels or organized into shared groups.

Shared Contacts help reduce repetitive data entry and ensure consistency when adding participants across channels.

You can:

  • Add new shared contacts
  • Edit existing contacts
  • Add contacts to shared groups
  • Delete shared contacts
  • Perform bulk actions on multiple contacts

2. Who Can Use It

  • Admin users can create and manage Shared Contacts

Plan-Based Behavior

For All Plans

  • Admins can:
    • Add Shared Contacts
    • Edit and delete contacts
    • Add contacts to Shared Groups
    • Perform bulk actions on contacts

3. Step-by-Step Instructions

Navigate to Manage Contacts

  • Select Shared Contacts

A. Add a Shared Contact

  1. Click Add Shared Contact
  2. Enter the following details:
  • Name (First and Last Name in one field)
  • Email Address
  • Organization
  1. Click Confirm
  • A new shared contact will be created

B. Edit a Shared Contact

  1. Locate the contact in the table
  2. Click the three vertical ellipses (⋮) under the Action column
  3. Select Edit Shared Contact
  4. Update the contact details
  5. Click Confirm

C. Add a Contact to a Shared Group

  1. Locate the contact in the table
  2. Click the three vertical ellipses (⋮)
  3. Select Add to Shared Group
  4. Choose one or more shared groups
  5. Confirm your selection

D. Delete a Shared Contact

  1. Locate the contact in the table
  2. Click the three vertical ellipses (⋮)
  3. Select Delete Shared Contact
  4. Confirm the deletion

E. Bulk Actions on Shared Contacts

  1. Select multiple contacts from the table
  2. Click the Bulk Options dropdown

Available options:

  • Add to Shared Groups
  • Delete Shared Contacts

Changes are saved automatically when actions are performed. There is no Save button.

4. What Happens After

  • Shared Contacts are immediately available for use across the platform
  • Contacts can be added to channels or grouped for reuse
  • Updates to contacts are reflected instantly across all associated groups

Important Behavior

  • Editing a contact updates it everywhere it is used
  • Deleting a contact removes it from:
    • All shared groups
    • Future use across the system
  • Adding a contact to a group makes it easier to reuse in channel creation
  • Bulk actions apply changes to all selected contacts

5. Best Practice for Enterprise

To get the most value from Shared Contacts:

Keep Contact Data Clean

  • Ensure names, emails, and organizations are accurate
  • Avoid duplicate contacts

Use Shared Groups

  • Organize contacts into groups for faster reuse
  • Helps streamline channel creation

Use Bulk Actions Strategically

  • Use bulk actions for large updates
  • Review selections carefully before deleting contacts

Maintain Regular Cleanup

  • Remove outdated or inactive contacts
  • Keep your contact list organized and relevant

This ensures:

  • Faster workflows
  • Improved consistency
  • Reduced manual effort

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