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There are 2 ways to create a Contact Manager:

  • Create contact list by manually editing fields
  • Create contact list by importing file with data;

Go to the Contacts menu and click the New button.

Create contact list by manually editing fields 

Using this option you can create new contacts by inputting all required information manually. It is commonly used if you do not have data saved in an external data file or to update the existing contacts list with new contacts quickly.

To create CM manually, follow the steps below:

  • Select the Create contact list by manually editing fields option and click the Next button.
    Before adding new contacts, decide what information your Contact Manager should contain and add the Contact Manager fields. These fields will define the structure of your CM and will form the column headers of the data table. The following five fields are created automatically: Name, ID, Email, Login, and Password.

  • Complete the following steps to add the Contact Manager fields:

  • Enter a label for the new field under the Field name column;
  • Select the appropriate field Format according to the data type that will be stored within this field;
  • Click Add new column to add one more field;
  • When all the fields are added, mark the ID (these will be used as a unique contact identifier) and Email (these will be used for email distribution purposes) fields;
  • Click on the Change button next to the Name Formula  field to select the contact’s name format from the dropdown list that will be used throughout the system. This formatted name will replace the [Name] tag if you use it within the system or in the text of the form invitation emails.

  • Now that the Contact Manager structure is defined, click Add Contact button to add new contacts:

  • Provide all the contact details. You can fill out the ID field manually, or check the Generate unique value automatically box for the ID to be generated automatically as a random number.

  • Click Save & New to save the new contact and add more contacts to the Contact Manager or click Save to finish and go back to the Contact Manager home page.

 An Admin must create the Contact Manager first so their sub-users would be able to create their own Contact Manager. 

Import File with Contacts 

  • Create a data file using Excel or Notepad containing the data that you would like to upload. The data file may or may not contain the column headers and must have as many rows in it for as many contacts you would like to upload:

  • Save your file as a UTF-8 encoded .CSV file, with the data separated by commas, tabs, spaces, pipes, etc.
  • Create a new Contact Manager and select Import from CSV file option:

  • Select the data file you are going to import. This can be .CSV file saved locally on your computer or a .CSV file hosted on a remote (s)FTP or HTTP(s) server. If an import of the file from network or internet was selected, it is possible to select one of the protocols to be used(HTTP/HTTPS/FTP/SFTP/SslFtp(explicit or implicit)). If you indicated link on FTP/SFTP/SslFTP(explicit or implicit) location, link structure should be as follows: file_location/filename.csv and login and password must be specified for this location:
  • If the data file you are going to import contains column headers, select the Consider first line as header option.
  • Depending on the separator that is used within the data file, select the appropriate option from the Select the delimiter dropdown.
  • Click Next to proceed further.
  • Contact Manager Object fields are created automatically according to the imported file. Proceed with editing the default column names and set their formats. Click Add Field to add more fields if needed.
  • Indicate the fields that will be used as a ID, Email, Login, Password and Language. The ID will be used as a unique contact identifier. The Email will be used for email distribution purposes. Login and Password fields will be needed to provide access to the Participant Portal. The Language column stores a portal/mobile application language preference for certain respondent.

The Language field of Contact Manager also stores the ISO language tags, not the actual language name. If you use the Data flow functionality to pass the Contact Manager Language Field into a form or set up a filter for the Object Lookup question type, the language value will be displayed as the ISO language tags.

  • Use the Import option if you need to update existing contacts in your Contact Manger or import more data.

Edit existing contacts 

To edit an existing contact there click the Edit link next to the contact, and then:

  • Set a status for a contact. For all new contacts, the default status is Active. The contact that participates in a form within the certain time period specified in the CM settings is considered an active. In opposite case, this contact becomes inactive if he did not open the latest form within the set time period. Please note, that once inactive contact submits the form, its status automatically changes to Active.
  • Input contact details into the corresponding fields.
  • You can not change the Contact ID once it is set after the contact's creation.
  • You can change the dashboard rights by toggling the Dashboard Rights button.

Deleting contacts 

To delete Contacts manually, select the Contacts and click Delete Selected button at the bottom of the Contact Manager. Once you do it, those contacts will lose their ability to log in to the Portal and fill out forms and tasks that were published for them.

When you delete contacts from a Contact Manager (manually or via a csv file upload), their profile data is wiped out and cannot be restored. Due to this security improvement, please take extra caution when deleting contacts.

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