# Managing Individual Contacts

URL: /en/docs/user-guide/contacts/manage-contacts
Last Updated: 2026-07-30T21:15:44.424Z

## Description
Step-by-step guide to managing contact details, document access, and permissions

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

## Content
import { Step, Steps } from "fumadocs-ui/components/steps";
import { Card, Cards } from "fumadocs-ui/components/card";
import { Tab, Tabs } from "fumadocs-ui/components/tabs";
import { Callout } from "fumadocs-ui/components/callout";
import { Accordion, Accordions } from "fumadocs-ui/components/accordion";
import { Clock, FileCheck, ScrollText } from "lucide-react";

# Managing Individual Contacts

Learn how to effectively manage individual contacts, control their document access, and track their activity within your Trust Center.

## What You'll Learn

* Navigate the contact detail interface
* Update contact information and status
* Manage document sharing permissions
* Track access requests and activity
* Use quick actions effectively

## Contact Detail Overview

When you click on a contact from the main list, you'll see their comprehensive profile with:

* Contact information header
* Current review status badge
* Quick action buttons
* Tabbed interface for different management areas

## Contact Information Panel

The right sidebar displays key contact details:

### Status Management

The contact's review status determines their access level:

<Steps>
  <Step>
    **To Review** - New contact pending approval - Cannot access any documents -
    Appears in review queue
  </Step>

  <Step>
    **In Review** - Currently being evaluated - Temporary status during review -
    No document access yet
  </Step>

  <Step>
    **Approved** - Full access granted - Can access shared documents - Receives
    magic link emails
  </Step>

  <Step>
    **Cancelled** - Access suspended - All document access revoked - Must be
    re-approved to regain access
  </Step>
</Steps>

### Quick Actions

Available actions from the contact detail page:

* **Suspend Access** - Immediately revoke all access
* **Delete Contact** - Permanently remove (requires confirmation)
* **Send Magic Link** - Manually trigger access email

## Documents Tab

The Documents tab is where you control which compliance documents the contact can access.

### Document List Features

Each document shows:

* Document title and description
* Category (Compliance, Legal, Technical, etc.)
* Access level (Public, Restricted, Requires NDA)
* Current sharing status (toggle switch)

### Sharing Documents

<Tabs items={['Individual Sharing', 'Bulk Selection', 'Access Levels']}>
  <Tab value="Individual Sharing">
    1. Toggle the switch next to each document
    2. Green = Shared, Gray = Not
       shared
    3. Changes are tracked but not saved automatically
    4. Click "Save Changes" to apply
  </Tab>

  <Tab value="Bulk Selection">
    1. Use category filters to narrow the list 2. Click "Select All" for quick
       bulk actions 3. Toggle multiple documents at once 4. Save all changes together
  </Tab>

  <Tab value="Access Levels">
    Consider document access levels: - **Public** - Can be shared with any
    approved contact - **Restricted** - Requires additional approval -
    **Requires NDA** - Only after NDA acceptance - **Internal** - Cannot be
    shared externally
  </Tab>
</Tabs>

<Callout type="info">
  💡 **Auto-Approval**: When you share all documents from a pending access
  request, the request is automatically approved and the contact is notified.
</Callout>

### Document Filters

Use filters to manage large document libraries:

* Filter by category
* Filter by access level
* Search by document name
* Show only shared/unshared documents

## Access Requests Tab

View the complete history of access requests from this contact.

### Request Timeline

Each access request shows:

* Request date and time
* Current status (To Review, Approved, Rejected)
* Documents requested
* Resolution date (if applicable)

### Request Management

For pending requests:

1. Review the requested documents
2. Either share documents (auto-approves) or manually update status
3. Add internal notes for audit trail

<Callout type="warning">
  ⚠️ **Important**: Approving an access request without sharing the requested
  documents will send a magic link but the contact won't see any documents.
</Callout>

## Settings Tab

Update contact information and manage advanced settings.

### Editable Fields

* **First Name** - Contact's given name
* **Last Name** - Contact's family name
* **Job Title** - Professional title/role
* **Email** - Cannot be edited after creation

### Danger Zone

Critical actions that require extra confirmation:

* **Delete Contact** - Removes all data and access
* **Export Data** - Download contact's activity history
* **Transfer Ownership** - Reassign to different account

## Activity Tracking

The activity panel shows recent changes:

* Status updates
* Document sharing changes
* Access request activities
* Login history (if available)

Each activity entry includes:

* Timestamp
* Action performed
* User who made the change
* Previous/new values for changes

## Status Change Workflows

### Approving a Contact

<Steps>
  <Step>Review the contact's information and associated account</Step>

  <Step>Click the status badge and select "Approved"</Step>

  <Step>Optionally share initial document set</Step>

  <Step>Save changes to trigger notifications</Step>
</Steps>

### Suspending Access

When you need to revoke access:

1. Click "Suspend Access" button
2. Confirm the action
3. Status changes to "Cancelled"
4. All document access is immediately revoked
5. Contact is notified of status change

### Reactivating a Contact

To restore access for a cancelled contact:

1. Change status from "Cancelled" to "Approved"
2. Re-share necessary documents
3. Save changes
4. New magic link email is sent

## Best Practices

<Cards>
  <Card title="Regular Reviews" icon={<Clock />}>
    Schedule quarterly reviews of contact access and remove unnecessary shares
  </Card>

  <Card title="Document Hygiene" icon={<FileCheck />}>
    Only share documents the contact specifically needs for their role
  </Card>

  <Card title="Audit Trail" icon={<ScrollText />}>
    Add notes when making significant changes for compliance tracking
  </Card>
</Cards>

## Common Issues

<Accordions type="multiple">
  <Accordion title="Changes not saving">
    Ensure you click "Save Changes" after making updates. The button shows a
    loading state while processing.
  </Accordion>

  <Accordion title="Contact can't access documents">
    Verify both the contact AND their account have "Approved" status. Check
    document access levels match permissions.
  </Accordion>

  <Accordion title="Duplicate contacts">
    Check if multiple contacts exist with similar emails. Merge or delete
    duplicates to avoid confusion.
  </Accordion>
</Accordions>

## Related Topics

* [Creating New Contacts](/en/docs/user-guide/contacts)
* [Bulk Contact Management](/en/docs/user-guide/contacts/manage-contacts)
* [Access Request Processing](/en/docs/user-guide/access-requests)
* [Document Access Control](/en/docs/user-guide/accounts/account-documents)