The Contact page

PERMISSIONS  Security level with access to CRM

NAVIGATION  Main search > Contact (Last Name) or Contact (First Name) or Contact (Email)

The Contact page presents the subset of organization information that is associated with this contact. To open the page, use the path(s) in the Security and navigation section above. To access information directly related to the Organization entity (Sales Orders, Invoices etc.), click the organization name to open the Organization page. Refer to The Organization page.

Any messages or banners associated with the contact, such as contact alerts, appear above the panels. For more information on creating and managing contact alerts, refer to The Organization and Contact Alerts tabs.

If the contact (or the contact associated with the opportunity or to-do you are viewing or editing) has opted out from receiving sales solicitations, you will see a pink banner displayed at the top of the page. On an opportunity, this banner appears if the associated contact has opted out of sales solicitations, even if the contact field is hidden by the opportunity's category.

IMPORTANT  Note for partners in the European Union: Under the EU General Data Protection Regulation, your customers have a right not to be contacted that is enforced by steep penalties. This banner enables you to distinguish customers who have opted out, but you must implement business practices to comply with the Regulation.

If the contact was previously erased (redacted), you'll see an informational banner at the top of the Contact page. Although you can edit redacted contacts, doing so will not unredact them. To learn more, refer to Erasing (redacting) contacts and resources.

In all tab views, a summary of the contact's details, including their unique ID, name, photo, and contact information appears above the tab bar at the top of the Contact page. Extended contact information appears in the panel on the left side of the page.

Because contacts do not have categories, all fields on a contact will appear regardless of whether they are in use. For field descriptions, refer to Adding and editing contacts.

Below the title bar is a row of action buttons. The visibility of the buttons will depend on the features your Autotask administrator has enabled and on your security level.

Name Description
Edit Click Edit to open the Edit Contact page to modify contact information. Refer to Adding and editing contacts.
Tools The following options appear in the Tools menu:
  • Contact History: Opens the Contact History page. Refer to Entity History.
  • Document Merge: Click to begin the Document Merge workflow. Refer to Creating documents with Document Merge.
  • Send Message in MS Teams: Opens the MS Teams chat window. Refer to MS Teams.
  • Schedule Meeting in MS Teams: Opens the MS Teams calendar window. Refer to MS Teams.
  • Preview Client Portal as this Contact: Click this button to log into the Client Portal as the selected user.
  • Enable Co-managed Access: This option is available for contacts at organizations that have co-management enabled, but have not been given co-managed access. It launches the New Resource Wizard - Co-managing User page where you to create a co-managing user account for the selected contact. Refer to Adding or editing a co-managing user.
  • Erase (Redact) this Contact: This section will allow you to remove all information from a contact record in your Autotask instance that could identify a natural person. The first and last name will be replaced by Redacted Contact. Click Begin Erasure to start the process. Refer to Erasing (redacting) contacts and resources.

    • IMPORTANT  This option will be unavailable to users who do not have an appropriate security level. For more information, refer to Creating or editing a custom security level.
Billing Products Click to open the Billing Products/Rules page for the contact.

This button is visible if the contact is associated with a billing product AND the user viewing the contact has full contract visibility. Refer to Manually selecting and reviewing billing products.
LiveLinks Click to view a list of the LiveLinks available to you from this page.

Additional actions are possible from the Quick Add bar on the left side of the page. To learn more, review our Quick Add bar topic.

The Contact page contains a tab bar that displays entities related to the contact. You can access any of the available views by selecting the corresponding tab.

For more information on the various tab views, refer to the following articles:

Tab name Documentation link
Activity The Activity tab
Co-managing User The Co-managing User tab
Notes The Notes tab

To-Dos

 The To-Dos tab
Tickets The Tickets tab
Opportunities The Opportunities tab
Devices The Devices tab
Contact Groups The Contact Groups tab
Contact Alerts The Organization and Contact Alerts tabs
Client Portal The Client Portal tab
Co-managing User The Co-managing User tab
(More menu) Click this option to see additional tabs and to customize the tab order.