Global Address Book – Managing and Sharing Contacts Across Accounts

🌍 Global Address Book – Managing and Sharing Contacts Across Accounts
 

Ontraccr’s Address Book tab under the main Contacts section serves as a centralized directory of all contacts associated with customers and vendors. Unlike per-customer address books, this global tab enables you to view, manage, and reassign contacts across multiple organizations.

This article explains how to use the global Address Book and why it’s essential for dynamic industries where people frequently change companies.

📍 Where to Find It

1. Go to Contacts
2. Click on the Address Book tab

👀 What You’ll See

• A searchable table of all contacts saved across customers and vendors
• For each contact, you’ll see:
  • Name
  • Role
  • Phone
  • Email
  • Current connections (which customers/vendors they’re linked to)

🔍 Searching for Contacts

Use the search bar to look up contacts by:

• Name
• Role
• Email
• Phone

This is useful when:

• You’re not sure which customer/vendor a contact belongs to
• You want to verify duplicates before reassigning or editing

➕ Adding a New Contact to the Global Address Book

1. Click the Add (+) button
2. Fill out the following fields:

1. Click Submit
2. Contact is saved but not linked to any company yet

🔗 Sharing or Reassigning a Contact

Step-by-Step

1. Use the checkbox to select one or more contacts
2. Click Share
3. A modal will open showing:
   • All available customers and vendors
4. Select which organizations to assign the contact(s) to
5. Click Share to confirm

🔄 Replacing or Moving a Contact

You can also remove a contact’s old company and reassign them to a new one:

• Example: Bob Smith leaves GC Coresight and joins Subcontractor Inc.
  1. Select Bob
  2. Click Share
  3. Remove GC Coresight
  4. Add Subcontractor Inc.
  5. Save changes

🧠 This avoids needing to re-create the contact manually with the same information.

🔐 Notes & Permissions

• All users with access to Contacts > Address Book can share contacts
• Shared contacts are visible in per-customer or per-vendor dashboards once assigned
• Fields are still available as form attributes, maintaining autofill behavior