Contacts provides provide a quick way to look at internal and external stakeholders' contact details.
It is the entry point for all phone and email communications with your clients.
It provides a unified view of the activity related to each client: notes, tasks, events, projects, jobs
It enables managers to assign ownership of clients to members of their team, as well as organise and classify contacts.
A visual indicator of their physical location is available on the Map tab for those with addresses.
You can set up things like access levels, custom fields, and email preferences in the Options menu.
| Definition | Workbench Integration |
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Contacts
| A Contact is a person, who can belong to a Company. | Contacts are “People” in workbench and synced to Upvise. All People are synced to Upvise. |
Companies | A Company is an organization with employees. It can contain one or more contacts | Companies are 'Companies” in workbench and are synced to Upvise when the “Other” flag is selected on the company in workbench. A Company can only be one of a Supplier or a Client in Upvise so an additional company will need to be created in WB with both flags if both are needed. |
Groups | A Group is a generic classification of Contacts and Companies. | Contact and Companies are automatically categorised into Groups when synced from workbench. These consist of “Suppliers”, Employees”, “Clients”, 'Subcontractors” and “inactive”. Additional Groups can be created in Upvise and added to a contact or company. |
Regions | A Region is a specific classification of Contacts and Companies by location. | No relationship between workbench and Upvise, contact regions are managed only in Upvise. |
Favourites | Favorites is a special Group of Contacts and Companies. It can be used to tag frequently accessed clients. | No relationship between workbench and Upvise, contact favourites are managed only in Upvise. |
My Team | My Team is a list of Contacts which correspond to each of the Users in your Upvise account. A Contact is automatically created in “My Team” for each new Upvise user account created. The Contacts in My Team have the same features as other contacts. It is used mainly to store and manage the contact details of Upvise users (phone numbers, address, etc..) | No relationship between workbench and Upvise, “My Team” is managed only in Upvise. Upvise Users are created via Workbench. |
Leads | A Lead is a Contact tagged specially as a Sales Lead, i.e. a potential customer for your business. | No relationship between workbench and Upvise, “Leads” are managed only in Upvise. |
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The Contact Info screen displays all fields for which a value has been entered. Contact Fields | Definition | Workbench Integration |
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Name | Full Name of the contact | “Full Name” on the Person in workbench  Image Added | Is Lead | check if the Contact is a Sales Lead. | No relationship between workbench and Upvise, “Leads” are managed only in Upvise. | Job Title | title |
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Addresses | Addresses Synchronise to Upvise Companies using the following Logic:
Workbench | Upvise |
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Company Name | Name |
Phone | Phone |
GST Number | Tax Number |
Address1 | Street |
Address2 | City |
PostCode | Zipcode |
Address4 | Countryof Contact within a Company. Example: "Sales Director". | “Job Title” of the person in workbench.  Image Added | Company | organization the Contact belongs to as an employee. If the Company does not already exist, tap + on mobile or click Add New at the bottom of the combo on the web, to create it. | Company on the Person in workbench.  Image Added | Email | Contact's email address | The person’s email address in workbench.  Image Added | Email 2 | Contact’s Second email address | The person’s “Email Address 2” in workbench.  Image Added | Mobile | Mobile phone number | The person’s “Mobile Phone” in workbench.  Image Added | Phone | Fixed line phone number | The Person’s “business Phone” in workbench | Fax | Faximle number | The Person’s 'Fax” in workbench | Website | URL of the contact’s website or blog | No relationship between workbench and Upvise | Skype | Contact’s Skype name | No relationship between workbench and Upvise | Address | Street, City, Zipcode, State, Country. The Position field contains the geo-coordinates | “Personal Address” on the person in workbench Syncs to “Street” in Upvise. It’s recommended to store Personal address information on the contact via a form. See sensitive data management. | Group | one or more groups that the contact belongs to | If a person in workbench is an Employee, in Upvise the group will be “Employees”. if the person in workbench is made inactive in workbench, in Upvise all groups will be removed and the contact moved to a group called “Inactive”. | Region | region that the contact belongs to | No relationship between workbench and Upvise | Owner | one or more Upvise users who own this Contact. | No relationship between workbench and Upvise. Owner sets to none when contacts are synced from workbench. The owner can then manually be set in Upvise where needed. | Related Companies | one or more other Companies that the contact may be related to | “Company” on the person in workbench. | Salutation | how to address the person, e.g. Mr, Mrs, Dr, Mx. Used in the Name and Address block of PDF exports (Quotes, Invoices, Jobs, Projects). | “Title” on the person in workbench. | Note | enter a general note or description related to the person. | No relationship between workbench and Upvise | Photo | (web only) upload a picture of the person. The photo will appear as a thumbnail in the Contact view on the web. The picture will be resized to 90*90. | No relationship between workbench and Upvise | Stock Location (Custom Field) | The default Stock Location as defined on the employee in workbench. Stock Locations will only apply to workbench clients using Stock. This will set the Stock location to this default within the Daily Diary Stock Issue form. | The Default Stock Location specified on the employee in workbench is synced across and stored as text on the contact in Upvise. Used for Daily Diary data entry purposes. | Default Activity (Custom Field) | Will default the user's daily diary timesheet to the specified activity. | The Default Activity specified on the employee in workbench is synced across and stored as text on the contact in Upvise. Used for Daily Diary data entry purposes. | Timesheet Group (Custom Field) | Each employee is placed into a Timesheet Group which matches the company's organisational structure. Employees can only belong to one Timesheet Group. | The Timesheet Group specified on the employee in workbench is synced across and stored as text on the contact in Upvise. Used for Daily Diary data entry purposes. |
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Contact Fields | Definition | Workbench Integration |
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Name | Full Name of the company | “Company Name” on the company in workbench  Image Added | Email | Company’s email address | The person’s email address in workbench, derived from the company’s default address:  Image Added | Phone | Company’s Fixed line phone number, or the primary contact number of the company. | The Companies “Phone” in workbench  Image Added | Fax | Company Faximle number | The companies “Fax” in workbench  Image Added | Website | URL of the contact’s website or blog | No relationship between workbench and Upvise | Address | Street, City, Zipcode, State, Country. The Position field contains the geo-coordinates | “Personal Address” on the person in workbench Syncs to “Street” in Upvise. It’s recommended to store Personal address information on the contact via a form. See sensitive data management. | Group | one or more groups that the company belongs to | If a company in workbench is flagged as a supplier, in Upvise the group will be “Suppliers”. If a company in workbench is flagged as a client, in Upvise the group will be “Clients”. If a company in workbench is flagged as a subcontractor, in Upvise the group will be “Subcontractor”. If the company in workbench is made inactive in workbench, in Upvise all groups will be removed and the company moved to a group called “Inactive”.
| Region | region that the contact belongs to | No relationship between workbench and Upvise | Owner | one or more Upvise users who own this Company. | No relationship between workbench and Upvise. Owner sets to none when companies are synced from workbench. The owner can then manually be set in Upvise where needed. | Related Companies | one or more other Companies that the company may be related to | No relationship between workbench and Upvise | Note | enter a general note or description related to the company. | No relationship between workbench and Upvise |
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Use Groups to group |
together contacts or companies that share the same characteristics.
Groups and Regions are shared between contacts and companies. Create a Group
On the mobile: tap + from the Home screen and select Group, or |
goto go to the Groups section and tap +.
In the web account: click + in the toolbar and select Group. Edit Groups
On the mobile: |
goto go to the Groups section and tap the Edit icon, to rename or delete a Group.
In the web account: |
goto go to the Groups section and click on the 3-dot menu, then select Edit Groups. Or |
goto go to the Options menu. Add Contact or Company to Group
On the mobile: edit the Contact/Company and set the Group field.
In the web account: edit the Contact/Company and set the Group field. Or to update multiple contacts, |
goto go to the Contacts/Companies list, check the box next to one or more items or select All, then click on the Add icon and select "Add to group" menu.
A Contact/Company can belong to more than one group. Browse by Group
On the mobile: tap on Groups from the main screen.
In the web account: click on Groups from the Left pane menu. In the Contacts/Companies Map view, you can also filter the Map by Group. |
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Regions are useful to group contacts or companies according to geographical location.
Groups and Regions are shared between contacts and companies. Create a region
In the web account: click + in the toolbar and select Region.
On the mobile: |
goto go to the 'Regions' section and tap +. NB: 'Regions' only |
appears appear when there is at least one region created. Edit Regions
On the mobile: go to the Regions section and tap the Edit icon, to rename or delete a Region.
In the web account: Goto the Options menu / Regions tab to add, rename or delete a Region. Add Contact or Company to Region
On the mobile: edit the Contact/Company and set the Region field.
In the web account: edit the Contact/Company and set the Region field. |
Or to To update multiple contacts, |
goto go to the Contacts/Companies list, check the box next to one or more items or select All, then click on the Add icon and select the "Move to region" menu.
A Contact/Company can belong to only one region. Browse by Region
On the mobile: tap on Regions from the main screen.
In the web account: click on Regions from the Left pane menu. In the Contacts/Companies Map view, you can also filter the Map by Region. |
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| title | Data Sharing & User Access |
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The question raised in this section is: Do you want: All Contacts are to be accessible by any of your team members, irrespective of whether they are Managers or Standard users?
or Admins and Managers, to control individually which Clients are accessible by which team member?
If your answer is 1.
You must check"Data Shared by all Users" in the Contacts Options menu. When checked, all Contacts and Companies are accessible by all users, even Standard Users, who can otherwise only access the data they own.  Image ModifiedIf your answer is 2.
The option must be turned off. Managers can assign contacts and companies by setting the Owner field. SeeOwnership Assignment. |
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 Image RemovedThis tab shows existing Contacts or Companies and their basic details. New contacts can be added using the + button, and you can tick the box next to multiple names and use the Message button to draft an email or SMS, or Add To button to add/move them to Groups or Regions. Several other functions can be accessed using the menu button such as import, export, merge, and duplicate detection. Click on the Name field to see further details or to edit the contact using the pencil icon. You can quickly duplicate similar contacts here and change what is different. Clicking the Company field will navigate to the linked company details. Clicking the Email field will prompt you to choose from a blank email or from a list of email templates found in Options → Email Templates. The Phone field will attempt to open Skype to dial the given number. |
Map Tab:| Expand |
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Image RemovedThis tab provides a visual representation of the location of contacts. They can be sorted by Groups and Regions.
To have the contact show up on the map, select the contact and click the pencil button to begin editing. Find the Address section and populate the Position field with the GPS coordinates. If you do not know the coordinates, you can find them using a service such as Google Maps:
Image RemovedUse the Batch Geocode menu item to refresh the map with newly entered geocoordinatesYou can specify geo-coordinates for a Contact/Company. This is used to place a Contact/Company geographically on a Map, or in the Nearby function.
Geo-coordinates are formatted as 'latitude, longitude' in decimal degrees, and are specified in the Position field of the Address section of a Contact/Company.
The geo-coordinates of a Contact/Company are calculated automatically as soon as a valid address, i.e. including at least a City, is entered.
On the mobile, when you tap the Position field, you can choose to get the Position value directly from the GPS current location, or the Address, or Edit the field by entering a latitude and longitude manually.
Image AddedThere may be contacts and companies in your database with no geo-coordinates, either because the automatic coding failed or because you imported contacts and companies via a CSV upload with no geocode data.
In this case, we offer Batch geocoding, i.e the geo-coordinates are calculated from the Address for all the contacts/companies in your database in one go:
Go to the Contacts or Companies section and open the Map tab.
Image AddedClick on Batch Geocode.
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Image AddedNote that geocoding is limited to 2000 items per day. You can check the list of items that have No address specified or No geocode in the respective tabs.
How do I merge contacts?
Contacts should be created in workbench and synced across to Upvise. Where a duplicate contact has been created in Upvise in error, manual intervention is required by Workbench Support to remediate. The “merge contacts” tool is upvise is not recommended to be used as it does not retain the workbench link.