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

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

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

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

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

Troubleshooting

Next Steps

Related Resources

• Contacts API Reference
• Access Requests API
• Document Sharing Best Practices