Contacts

The contact overview is the master data workspace for managing contact persons. It lists all contacts of the current group and provides tools for searching, filtering, creating, editing, deleting and exporting, as well as for individually customising the table view.

Contacts are independent master data and can be assigned to both business partners and locations after they have been created.

1. Navigation

The contact overview can be reached via the main menu under Master Data › Contacts.

Note: The contact overview is available to users with the roles Superadmin, Admin, Dispatcher, Clerk, Clerk without vehicle, Measurement dispatcher, WebOrder User and WebOrder Admin. Users with read-only rights cannot open the page. Users who exclusively create web orders only see the contacts assigned to their orderer.

2. Contact overview (table)

The overview shows all contacts in a configurable table. Each row represents one contact person. The list is paged, sortable and filterable.

Default columns

Further or differing columns can be shown and hidden via the column configuration (see Section 7).

Sorting

Clicking a column heading sorts the list in ascending or descending order by that column. By default, the list is sorted by contact ID in descending order.

Multiple selection

Several contacts can be marked at the same time. Using the buttons Select all listed or Deselect all in the toolbar, all contacts – including across pages – are marked or unmarked. Depending on the selection, the available toolbar actions are automatically enabled or disabled.

Paged display (paging)

By default, the table shows 50 contacts per page. Using the page size selector, the number of rows per page can be increased to 50, 100, 250, 500, 1000 or 2000. The data is reloaded on the server side, so that even large contact stocks can be browsed with good performance.

3. Searching and filtering

The contact overview offers several ways to narrow down the displayed contacts.

Global quick search

Using the search field in the toolbar, the entire contact stock can be searched across all columns. Enter the search term and confirm with Enter – the list is narrowed down accordingly.

Column filters (filter row)

Below the column headings there is a filter row in which an individual filter criterion can be entered per column (e.g. by city, organisation or language). The filter is applied by confirming with Enter or by clicking. Several column filters can be combined. The Birthdate column cannot be filtered.

Reset filters

Using the «Clear filters» button in the toolbar, all active filters are removed and the complete list is displayed again.

4. Creating, editing and deleting a contact

Create a contact

Using the Add button, the Add Contact dialog opens for creating a new contact person (for its layout, see The contact dialog). After saving, the new contact appears in the overview.

Note: If a user who exclusively creates web orders creates a new contact, it is automatically assigned to their orderer.

Edit a contact

An existing contact can be opened for editing in two ways:

1. Mark exactly one contact in the list and click the Edit button in the toolbar, or
2. by double-clicking the corresponding row.

The Edit Contact dialog opens. A single click on a row only marks it. In the dialog, the fields can be adjusted and applied with Save; Cancel closes the dialog without changes.

The contact dialog

The dialog opens as a window above the overview and can be moved. Only one contact dialog can be open at a time. The dialog is divided into two areas.

Left area

• Header: Profile photo of the contact person (can be uploaded) as well as name and organisation.
• Group General: Name/First name (required field), Organization, External reference id (max. 400 characters), Birthdate and Language (German is preselected for new contacts).
• Group Contact Information: Phone 1 (required field), Phone 2, Fax, E-mail and PO Box (max. 16 characters).

The phone and fax numbers as well as the email address are checked for a valid format. Missing or invalid entries are indicated with a message such as Name/ First name is required, Phone is required, Invalid format of the number or Invalid email format.

Right area

The right area consists of expandable sections:

• Section Location: Address of the contact person. The address can be found and applied via an address search. For new contacts, the default country is prefilled.
• Section Clients: Assignment of the contact to business partners (see Assigning business partners). A counter shows the number of assigned business partners.
• Section Notes: Free notes field.

Assigning business partners

In the Clients section of the contact dialog, you define which business partners the contact is assigned to.

1. Choose a business partner in the Select client selection field. It is added to the list. Business partners that are already assigned no longer appear in the selection field.
2. An assignment is removed again with the trash icon next to the business partner.
3. Click Save to apply the assignments. If you save without any business partner in the list, all previous assignments of the contact are removed.

For each business partner, it is shown whether the contact is its main contact (Main). The checkbox is for information only here and cannot be changed. The main contact is defined in the contacts of the respective business partner.

Note: Users with the role WebOrder User or WebOrder Admin only see the business partners of their own orderer in the Select client selection field. This also applies if they have further roles in addition.

Delete a contact

Contacts that are no longer needed can be deleted directly from the overview – several at the same time as well.

1. Mark one or more contacts.
2. Click the Remove button in the toolbar.
3. Confirm the security prompt.

The marked contacts are removed and the table is updated.

Note: For users who exclusively create web orders, deletion merely removes the link between the contact and the orderer; the contact record itself is retained.

5. Excel export

The currently filtered contact list can be exported as an Excel file. The «Export» button downloads a .xlsx file with the contact data.

The export takes into account the currently set filters as well as the columns visible in the table. By adjusting the filters before the export, the content of the export file can be controlled in a targeted manner. The generated file contains a formatted header row and also outputs composite fields (e.g. city and country from the address) in a readable form.

6. Group reference and automatic update

The contact overview always shows the contacts of the currently active group. On this page, the group switcher in the header bar only offers main groups for selection. If the active group is changed via the group switcher, the table automatically reloads and shows the contacts of the newly selected group.

Use the Refresh button in the toolbar to reload the list manually at any time.

7. Customising the table view

Customise columns

The visible columns can be configured per user:

• Column width: Columns can be adjusted in width by dragging the column separators.
• Column order: Columns can be rearranged by drag and drop.

Column configuration

Using the settings icon in the toolbar, the column configurator opens. There, individual columns can be shown and hidden in order to reduce the table to the required information.

Reset view

Using the Reset table view to default function, the table is reset to the default layout (column selection, order and widths) after a security prompt.

Saving the view

All customisations to the table view are saved per user and are retained after logging out.

8. Layout templates

The current column and filter configuration can be saved as a named template and later restored with a click.

• Save template: Using the corresponding toolbar function, the current settings are saved under a freely selectable name.
• Manage templates: In a dedicated management dialog, templates can be renamed, marked as favourites and shared with groups or roles.
• Pin template: Templates marked as favourites appear as their own buttons in the toolbar.
• Apply template: Clicking a pinned template restores the saved column and filter configuration.

9. Summary: available actions

Note: The fields of a contact person and the assignment to business partners are described in Section 4. You define the main contact of a business partner in the contacts of the business partner (see Customers).