Updating and managing contact details

You can update existing contacts to keep their information accurate, organized, and up to date. This article explains how to update contact details, change ownership, manage tags, add notes and files, and link related records such as tasks, events, companies, contacts, and pipeline records.

Updating the contact details

You can update the fields in a contact record to keep the information accurate and relevant.

1. Go to the Contacts module.
2. Click on a contact to open its details page.
3. You can update the basic details on this page.
4. To view or update all fields, scroll to the Pinned Fields section and click All fields to open the drawer containing the complete list of fields.
5. Click the icon next to any field you want to edit, make your changes, and save.

You can also manage your pinned layout by pinning or unpinning fields, reordering them, or resetting the layout back to its default arrangement.

Updating the owner

The Owner field indicates the user who is responsible for managing the contact. Changing the owner helps you reassign responsibility for a contact.
To update an owner:

1. Open the contact’s detail page.
2. In the Owner field on the left, click Edit.
3. Select the new owner from the dropdown list.
4. Click to save the changes or to discard.

Note: Each contact can have only one owner.

Updating tags

Tags help you categorize and organize contacts for easier filtering and segmentation. You can add or remove tags at any time.

Only tags that have already been created can be added to contacts. To learn how to create tags, refer to Managing tags

To update tags:

1. Click on a contact to open its details page.
2. Click icon next to the icon. The Edit Tags dialog will open.
3. In the dialog, click inside the tag selection area to view available tags.
4. Check or uncheck the box next to the tag to add or remove a tag.
5. Click to save the changes or to discard.

Adding and managing notes

Use notes to add additional context or record interactions related to the contact.

To learn how to create notes, edit them, and link records or perform other actions, refer to Introduction to notes

Uploading files

You can attach files to a contact to keep all related documents in one place.
To upload a file:

1. Click on a contact to open its details page.
2. Click the Files tab.
3. Select Click to upload or drag and drop your file into the upload area. You can upload files up to 20 MB in size and no specific permission is needed to upload files.
4. The uploaded file will appear under the Files tab.

After uploading, you can download or delete them from the Files tab.

Downloading a file
You can download any uploaded file for offline access.

1. In the Files tab, locate the required file.
2. Click the icon next to the file.
3. Select Download.
4. The file is downloaded to your device.

Deleting a file
Use this option to permanently remove an uploaded file from the contact.

1. In the Files tab, locate the required file.
2. Click the icon.
3. Select Delete.
4. Confirm the deletion when prompted.

Note: Deleted files cannot be recovered.

The image below shows the Files tab in the Contacts details page.

Activities

The Activities tab allows you to view and add interactions such as tasks and events in one place, while the Timeline displays all activities in sequence to help you track the complete interaction history associated with the company or record. For more information on timeline, refer to Viewing the contact’s timeline

Calls

You can edit, delete, or link call logs to relevant records for better tracking and organization. For more details, refer to Understanding call logs

Emails

This section displays all email communication related to the record, helping you track conversations and correspondence in one place.
To send and view emails, refer to: Sending emails and linking them to relevant records

Product Logs

The Product Logs tab allows you to track all product-related activities associated with a contact.
Access the Product Logs Tab

1. Navigate to the contact’s details page.
2. Click on the Product Logs tab.
3. In the tab you can view the products associated with the selected company, along with their details. This includes information such as product name, pricing, quantity, discount, and total value.

Filter Product Logs
Use filters to quickly find specific product activities:

1. Click on the option in the Product Logs tab.
2. In the Filter by Stages drawer.
3. Select one or more stages or even all stages.
4. Click Apply to view the filtered results.
5. Click Clear all to remove filters and return to the full log list.

The image below shows the Filter by Stages drawer in the Product Logs tab.

Note: Product logs are automatically generated and cannot be manually edited

Associating related records

Associating tasks, events, and linking the contact to the relevant companies, other contacts, and pipeline records helps keep all related records organized.

Associating and managing tasks

You can link tasks to a contact to keep all related tasks like follow ups with that contact in one place.

To create, view, filter, edit, or delete tasks (including switching views and using shortcuts), refer to Introduction to tasks

Associating and managing events

Events can be associated with the contact to maintain a complete history of meetings, appointments, or scheduled interactions with that contact.

To create, view, filter, edit, or delete events (including switching views and using shortcuts), refer to Introduction to events

Linking and managing related contacts

Linking related contacts allows you to connect people who are related, such as decision-makers, stakeholders within the same or different organizations, helping sales teams understand relationships and manage contacts more effectively.

Note for non-admin users: If you don’t have access to configure or manage Contacts, contact your BoldSales administrator to request the required permission.
Note for administrators: For managing permissions, refer to Understanding permissions in contacts module

To link a contact:

1. Open the contact’s details page.
2. Go to the Related Contacts section.
3. Click Edit, the Related Contacts dialog will open.
4. Click Add Contact. A mini dialog will open for you to search and select a contact you want to link, you can add a relationship label if needed.
5. If the contact you want to link doesn’t exist, click + Create to create a new contact from the dialog. You will need create contact permission to perform this action. For more information on creating a contact and customizing the contact fields, refer to Adding new contacts and Customizing contact fields

Filter related contacts
If a contact has multiple related contacts, you can apply filters to quickly find specific relationships.

1. Open the Contact record.
2. Go to the Related Contacts section.
3. Click the icon in the dialog.
4. Use the available filters. Select one or more filter options as needed by checking the box next to the it.
5. You can use Select all to apply all the filters.

Edit relationship labels

1. In the Related Contacts dialog, click Add relationship labels if no label was added or click icon if relationship label was already added.
2. Search for and select the required label(s) by checking the box next to it. One or more labels can be added.
3. Click Save

Remove a related contact

1. Go to the Related Contacts section and click Edit.
2. Click the icon next to the contact.
3. Select Remove and confirm the removal.

The image below shows the Related Contacts dialog in the contacts details page.

Linking and managing related companies

Related companies can be linked to a contact to show the organizations they are associated with.

To link a company to a contact record:

1. Open the contact’s details page.
2. Go to the Related Companies section.
3. Click Edit, the Related Companies dialog will open.
4. Click Add Company. A mini dialog will open for you to search and select a company and also add a relationship label if needed.
5. If the company you want to link doesn’t exist, click + Create to create a new company from the dialog. You will need create company permission to create a new company to perform this action. For more information, refer to Adding new companies

Set a Primary Company

1. If you have more than one related company, you can set one as primary.
2. Click the icon next to the company you want to set as primary and select Set as primary.

Edit or add relationship labels

1. In the Related Contacts dialog, click Add relationship labels if no label was added or click icon to edit the relationship label already added.
2. Search for and select the required label(s) by checking the box next to it. One or more labels can be added
3. Click Save.

Filter Related Companies
If multiple companies are associated, you can filter them using relationship labels.

1. Open the Contact record.
2. Go to the Related Companies section.
3. Click the icon in the dialog.
4. Use the available filters. Select one or more filter options as needed.
5. You can use Select all to apply all the filters.

Remove a related company

1. Go to the Related Companies section and click Edit.
2. Click the icon next to the contact.
3. Select Remove and confirm the removal.

The image below shows Related Companies dialog in contacts details page.

Linking and managing pipeline records

A contact can be linked to pipeline records so that all related pipeline records like deals are tied to that contact, giving a complete view.

To link a pipeline record to a contact:

1. Open the contact’s details page.
2. Go to the Linked Records tab.
3. Choose the type of pipeline you want to link (e.g. Deals, Renewals, Orders).
4. Click Link (X), X represents the pipeline you want to link.
5. To link an existing pipeline record, check the box next to the record in the drawer and click Link.
   If the record you want to link doesn’t exist, you can create a new one from the drawer itself using the create button at the top. For more information on Adding Pipeline Recordsand Customizing pipeline fields.

To edit a linked pipeline record:

1. Click the linked pipeline record name or next to the linked pipeline record and select Details.
2. Update the required fields and save the changes.

To unlink a pipeline record:

1. Click the next to the pipeline record you want to remove.
2. Select Unlink and confirm the action when prompted.

The image below shows the Linked Records tab in contacts details page.