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Contacts

Contents

  1. 1 Types of Contacts
  2. 2 Adding new Contacts
  3. 3 Bulk import contacts
  4. 4 Contacts List
  5. 5 Contact Details

The Contacts feature lets you organise your contacts in ProofHQ.
 
Click Contacts in the sidebar to view the Contacts page.

Types of Contacts

There are three types of Contacts:

Colleagues

Colleagues are people in your own organisation that are users in your ProofHQ account. You can add a new colleague/user using the New User function.

Members

Members are ProofHQ users in another Organisation (not your own).

Contacts

Contacts are people who are not signed up with ProofHQ but whose details you've added to your account (e.g. reviewers added to proofs).

Adding new Contacts

Anyone you add to a proof will be automatically added to your contacts list.

Contacts are shared in an organisation by default. So if you add a contact your colleagues will see that person in their contacts list as well.

You can add a new contact from the New menu on the Dashboard:

  • Click on the New menu on the Header
  • Choose New Contact
  • The New Contact page will appear
NB: If you have an Observer profile you will not have the option to add new contacts.


You can add a new contact from the Contacts List (see below).

New contact page

The New contact page has the following sections:
  • Contact details
  • Default proof settings
  • Auto-complete settings
  • Add contact to existing groups


Contact details

This section contains the personal details of the new contact.

Default proof settings

In this section, you can choose the default proof role for the new contact. When this person is then added to a proof they will be given this role by default, however their role can be changed when adding them to the proof.

Auto-complete settings

Select the tick box in this section if you'd like the contact to appear automatically in the auto-complete field, e.g. on the new proof page.

Add contact to existing groups

Select the tick box in this section if you'd like to add the new contact to existing groups.

Bulk import contacts

To bulk import contacts:

  • Click Contacts in the siderbar to go to the Contacts page
  • Click the Import people button
  • The Import People page will appear
  • Upload a CSV file with your contact details
NB: The CSV file must have at least ONE COLUMN called "EMAIL" (containing the email addresses). You can also include additional columns for "Name", "Company", "Telephone" and "Mobile". Instead of "Name" you may use two columns for "First Name" and "Last Name". (If separate first and last name columns are used, you must ensure you do not also include a "Name" column.)




Contacts List

Click Contacts in the sidebar to view the contacts page, which shows you all the colleagues, members, and contacts in your account.

In the contacts page you can:


Filter contacts

To filter your contacts:
  • Go to the Contacts page
  • Click Show filters
  • You can filter by letter or number and sort by contact name (ascending or descending)

Convert to user

To convert a contact to a user:
  • Go to the Contacts page
  • Click on the arrow to the right of the relevant person to open the Actions menu
  • Choose Convert to user
  • The New user page will appear (follow the guidance for adding a new user)
NB: You must have an Administrator, Billing Administrator or Creator Profile to be able to convert contacts to users.

Deleting contacts

Anyone can delete a person from their Contact list, no matter what profile they have (see profiles and permissions).
If you are a Creator, Billing Administrator or Administrator and delete a Colleague, this will remove them from your organisation completely. If you delete a Member or a Contact, this will hide them from YOUR contacts list, but not from the contacts list of other users in your account.

To delete a contact:
  • Go to the Contacts page
  • Click on the arrow to the right of the relevant person to open the Actions menu
  • Choose Delete contact
Alternatively, you can delete a contact on the Contact Details page.


Contact Details

To view the contact details page:
  • Go to the Contacts page
  • Click on the arrow to the right of the relevant person to open the Action menu
  • Choose View contact details

Details tab


In the Details tab you can view and edit the following information:
  • Contact details
  • Default proof setting
  • Auto-complete settings
You can also Delete a contact by clicking the Delete button at the top right of the page.




Shared items tab

In the Shared items tab you can see all the items that have been shared with that person.

Here you can:
The following views are available:
  • List (folder name and details only, no image)
  • Tiles (image and folder name and details)
  • Thumbnails (image and folder name, no folder details)


Sending reminders

You can send a reminder to the person for some or all of the items they've been added to. To do this:
  • Go to the Shared items tab
  • Select one or more items
  • Click the Remind button
  • The Remind page will appear showing the selected items
  • Add a subject and Message (if desired)
  • Click Save
The person will receive a notification email reminding them that they've been added to these items. The email will replicate the original notification email they were sent when they were added to the item, but will show details of ALL the proofs you've selected to remind them about.