Create & manage contacts

Step by step introduction

The contact list

Contacts are divided into personal contacts and plan contacts. Your personal contacts are those that you add or upload yourself and only you can see. Plan contacts, on the other hand, are managed by the plan admin and are visible to all plan members. They cannot be edited or deleted by plan members.

1. To access your contacts, click on “Contacts and workflows” in the sidebar on the left.
2. There you will see several tabs: “Contacts”, “Groups” and “Workflows”. Plan admins also have a fourth tab “Plan contacts”. As a plan member, you can see your personal contacts and plan contacts in a shared list in the “Contacts” tab. Plan contacts are marked with a group icon.
3. Click on the 3-dot icon on the far right of a list entry to delete or edit a contact or to show the contact details. Plan contacts can only be edited or deleted by admins.
4. Click on the** filter icon** on the right to show and hide additional columns (e.g. creation date, company, address, ...) in the contact list.
5. You can search for existing contacts in the search field at the top right.
6. Click on the “Manage contacts” button to the left of the search field to create a new contact, import a contact list or export your contacts. These functions are described in more detail below.

Manage contacts

Create new contact

To add a new contact to your contact list, select the “Create new contact” option under “Manage contacts”. An overlay will open.

1. Enter the first name, last name and primary e-mail address of the person you wish to save as a contact. These three fields are mandatory.
2. Optionally, you can open the “Additional contact information” tab to enter further contact details such as company, job title or address.
3. Then click on the green “Create contact” button to save the entry. The contact should now be displayed in the list.

Import contacts

A quick way to create all your contacts at once in sproof sign is to import them as a CSV file. To do this, select the “Import contacts as CSV” option under “Manage contacts”. Your file browser will open and you can now select and upload a prepared CSV file. You can create a CSV file using Microsoft Excel or Google Spreadsheets, for example.

It is important that the columns in your table have the same name as those in the sproof database so that the system recognizes them and can assign them correctly. Use the following column names for your CSV table:

• firstName
• lastName
• street
• zip
• city
• country
• workPhone
• company
• jobTitle
• department
• primaryEmail

The columns “firstName”, “lastName” and “primaryEmail” must be filled in (these are mandatory fields). The remaining columns are optional. The following example shows a sample CSV table.

Export contacts

You can either download a complete list of all contacts or select individual contacts that you would like to download:

1. to download a complete list of all contacts, select the “Export contacts as CSV” option under “Manage contacts”. Your contact list will be downloaded as a CSV file and saved locally on your device.
2. to download individual contacts, select them in the contact list by checking the checkbox
3. then click on the “Download” button on the right.