Company logoTrust Center Documentation
Contact Management

Managing Individual Contacts

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

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:

To Review - New contact pending approval - Cannot access any documents - Appears in review queue

In Review - Currently being evaluated - Temporary status during review - No document access yet

Approved - Full access granted - Can access shared documents - Receives magic link emails

Cancelled - Access suspended - All document access revoked - Must be re-approved to regain access

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

  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
  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

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

💡 Auto-Approval: When you share all documents from a pending access request, the request is automatically approved and the contact is notified.

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

⚠️ Important: Approving an access request without sharing the requested documents will send a magic link but the contact won't see any documents.

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

Review the contact's information and associated account
Click the status badge and select "Approved"
Optionally share initial document set
Save changes to trigger notifications

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

Regular Reviews

Schedule quarterly reviews of contact access and remove unnecessary shares

Document Hygiene

Only share documents the contact specifically needs for their role

Audit Trail

Add notes when making significant changes for compliance tracking

Common Issues

How is this guide?

Contact Management

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

Document Management

Manage your compliance documents, organize content, and control access in the Trust Center document library