# Contact Management

URL: /en/docs/user-guide/contacts
Last Updated: 2026-07-30T21:15:44.455Z

## Description
Learn how to manage contacts who request access to your Trust Center documents

## Available Actions
- Navigate to related topics
- View step-by-step instructions
- Get best practices

## Content
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import { Accordion, Accordions } from "fumadocs-ui/components/accordion";
import {
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} from "lucide-react";

# Contact Management

Contacts represent individuals from approved accounts who can access documents based on their permissions. The contact management system helps you control who has access to your sensitive compliance documents.

## What You'll Learn

* How to create and manage contacts
* Understanding contact review statuses
* Managing document access for contacts
* Tracking access requests and activity
* Bulk document sharing workflows

## Prerequisites

* Admin or Account Manager role in the Admin Center
* At least one approved account created
* Documents uploaded to share with contacts

## Key Concepts

### Contact Lifecycle

<Cards>
  <Card title="Contact Creation" icon={<UserPlus />}>
    Contacts can be created manually or automatically when they request access
  </Card>

  <Card title="Review Process" icon={<Shield />}>
    All contacts go through a review process before gaining access
  </Card>

  <Card title="Document Access" icon={<FileKey />}>
    Approved contacts can access specific documents based on sharing settings
  </Card>
</Cards>

### Review Status Workflow

Contacts progress through different review statuses:

1. **To Review** - New contact awaiting review
2. **In Review** - Currently being evaluated
3. **Approved** - Can access shared documents
4. **Cancelled** - Access suspended or denied

<Callout type="info">
  💡 **Pro Tip**: Use the bulk actions feature to quickly approve multiple
  contacts from the same trusted account.
</Callout>

## Contact List Overview

The contacts page displays all contacts in your tenant with key information:

* Contact name and email
* Associated account
* Current review status
* Number of shared documents
* Recent activity

### Filtering and Search

Use the search bar and filters to find specific contacts:

* Search by name, email, or account
* Filter by review status
* Filter by account
* Sort by creation date or last activity

## Creating Contacts

### Manual Contact Creation

1. Navigate to the Contacts page
2. Click "New Contact" button
3. Fill in the required information:
   * Email address
   * First and last name
   * Job title (optional)
   * Select associated account
   * Set initial review status

<Callout type="warning">
  ⚠️ **Important**: The email domain should match the account's domain for
  automatic approval workflows to work correctly.
</Callout>

### Automatic Contact Creation

Contacts are automatically created when:

* Someone requests access through your Trust Center
* An account has auto-approval enabled
* Documents are shared via access request workflows

## Managing Individual Contacts

Click on any contact to access their detail page with three main tabs:

### Documents Tab

Manage which documents the contact can access:

* View all available documents with sharing status
* Toggle document access on/off
* See document categories and access levels
* Track which documents were requested

### Access Requests Tab

View the history of all access requests from this contact:

* Request status and timeline
* Documents requested in each request
* Approval/rejection history
* Automatic approvals when documents are shared

### Settings Tab

Update contact information and status:

* Edit contact details (name, title)
* Change review status
* View activity history
* Delete contact (with confirmation)

## Document Sharing Workflows

### Individual Document Sharing

1. Go to the contact's detail page
2. Navigate to the Documents tab
3. Check the documents you want to share
4. Click "Save Changes"

### Bulk Document Sharing

From the main contacts list:

1. Select multiple contacts using checkboxes
2. Click "Bulk Actions" → "Share Documents"
3. Select documents to share with all selected contacts
4. Confirm the action

<Callout type="info">
  💡 **Auto-Approval Feature**: When you share all documents that were part of a
  pending access request, the request is automatically marked as approved and
  the contact receives a magic link email.
</Callout>

## Access Request Integration

The contact management system integrates with access requests:

* New access requests create contacts automatically
* Pending requests show in the contact's detail view
* Sharing requested documents auto-approves the request
* Magic link emails are sent upon approval

## Common Workflows

### Reviewing New Contacts

1. Filter contacts by "To Review" status
2. Click on each contact to review their details
3. Check their associated account status
4. Decide to approve or reject based on your criteria
5. Update their status accordingly

### Handling Access Requests

When an access request comes in:

1. The contact is created automatically (if new)
2. Review the requested documents
3. Either:
   * Share the documents (auto-approves request)
   * Manually approve/reject the request
   * Request additional information

### Suspending Access

To temporarily suspend a contact's access:

1. Go to their detail page
2. Click "Suspend Access" in Quick Actions
3. Their status changes to "Cancelled"
4. They lose access to all shared documents

## Best Practices

<Accordions type="multiple">
  <Accordion title="Regularly review contact access">
    Set up a quarterly review process to ensure contacts still need access to
    shared documents. Remove access for contacts who have left their companies.
  </Accordion>

  <Accordion title="Use consistent approval criteria">
    Document your approval criteria and ensure all team members follow the same
    process when reviewing new contacts.
  </Accordion>

  <Accordion title="Monitor access patterns">
    Check the activity logs regularly to see which documents are being accessed
    most frequently and by whom.
  </Accordion>
</Accordions>

## Troubleshooting

<Accordions type="multiple">
  <Accordion title="Contact can't access shared documents">
    **Solution**: 1. Verify the contact's review status is "Approved" 2. Check
    that documents are properly shared on the Documents tab 3. Ensure the
    contact's account is also approved 4. Verify document access levels match
    contact's permissions
  </Accordion>

  <Accordion title="Magic link email not received">
    **Solution**: 1. Check the contact's email address is correct 2. Verify email
    service configuration 3. Check spam/junk folders 4. Try resending from the
    access request page
  </Accordion>

  <Accordion title="Can't delete a contact">
    **Solution**: Contacts with active access requests or document relationships
    may need those cleared first. Remove all document shares and resolve pending
    requests before deletion.
  </Accordion>
</Accordions>

## Next Steps

<Cards>
  <Card title="Access Request Management" href="/en/docs/user-guide/access-requests" icon={<FileSearch />}>
    Learn how to manage and process access requests efficiently
  </Card>

  <Card title="Document Management" href="/en/docs/user-guide/documents" icon={<FileText />}>
    Upload and organize documents for sharing with contacts
  </Card>

  <Card title="Account Setup" href="/en/docs/user-guide/accounts" icon={<Building />}>
    Configure accounts that contacts belong to
  </Card>
</Cards>

## Related Resources

* [Contacts API Reference](/en/docs/api/v1/contacts/get)
* [Access Requests API](/en/docs/api/v1/access-requests/get)
* [Document Sharing Best Practices](/en/docs/user-guide/accounts/account-documents)