Contacts

The Contacts module lets you manage every individual stakeholder you deal with — whether or not they’re tied to a specific customer account. It’s your workspace for tracking personal details, communication history, and every deal or lead a person is connected to.

Contacts List View

A searchable, filterable grid of every contact you have access to, with quick actions for creating, importing, exporting, and managing records.

What You’ll See

• Contact Counters – Total, Active, and Inactive counts for an instant overview
• Filter Dropdown – shows your current list context, e.g. “All Contacts (4)”
• Search Bar – quickly find a contact by key identifiers
• Contacts Grid – core identity, ownership, and status details for every contact
• Pagination – page size and navigation controls for large lists

Grid Columns

Column	Description
Contact ID	Unique, system-generated reference used across the CRM
Contact Name	Full name of the contact
Owner	The CRM user accountable for the contact
Status	Active or Inactive
Account Name	The customer or organization the contact is associated with
Email	Primary email address
Phone	Contact’s phone number
Created At	Date and time the record was created

Each row includes three quick actions:

• View – opens the contact’s Detailed View
• Edit – opens the contact directly in Edit mode
• Delete – removes the contact, after a confirmation prompt

Toolbar Actions

• New – opens the Contact creation form
• Refresh – pulls the latest data from the system
• Settings – customize which columns appear via “Customize Columns”
• Filter – narrow the list by Contact Name, Contact ID, Owner, Account Name, Email, Phone, Job Title, City, or Status, with the option to save your filter as a reusable query
• Sort – order records by any field, ascending or descending
• Reset – clears filters and sorting back to default
• Actions – bulk operations including Import, Export, and Mass Delete

Deleting a Contact

Deletion is a deliberate, two-step action. Clicking Delete — whether on a single row or via Mass Delete on multiple selected contacts — opens a confirmation prompt warning that the action cannot be undone. You can Cancel to back out safely, or confirm Delete to permanently remove the record(s).

Contact Detailed View

Opening a contact gives you a full picture of that person — their details, address, linked leads and deals, tasks, notes, interactions, attachments, and complete change history, all in a safe, read-only view by default.

Why Read-Only by Default

Like other records in GEMS CRM, the Detailed View always opens in View mode, with every field shown as display-only. This prevents accidental edits — you switch deliberately into Edit mode whenever a change is needed.

Header

• Contact Name as the page title
• Edit – switches into Edit mode
• Close – returns to the Contacts List, with your previous filters and search intact
• Kebab menu (⋮) – additional actions such as Submit for Approval and Print View (options that don’t apply to the current record are shown disabled rather than hidden)

The Tabs

Which tabs you see depends on your role — if you don’t have access to a business area, that tab simply won’t appear.

#	Tab	Editable?
1	Overview	Yes
2	Leads	Yes
3	Deals	Yes
4	Tasks	Yes
5	Notes	Yes
6	Interactions	Yes
7	Attachments	Yes
8	Change History	No — always read-only

Switching tabs never loses your place — moving between View and Edit mode keeps you on the same tab you were viewing.

Overview Tab

The landing tab for every contact, showing who this person is and how to reach them.

What’s Included

• Contact ID, Contact Owner, and Status at the top
• Personal Details – Title, First Name, Middle Name, Last Name, Designation/Role, Department, and Linked Customer
• Contact Details – Email Address, Work Phone, Mobile, and LinkedIn/Profile URL
• Address – full postal address, with Country, State/Region, District, and City filtering progressively

Good to Know

• Contact ID can never be changed once the record is created
• Contact Owner and Linked Customer are never typed in freely — both are selected from a searchable lookup, keeping ownership and account links accurate
• Required fields — Status, First Name, Last Name, Linked Customer, Email Address, Country, State/Region, and Postal Code — are marked with an asterisk when you’re in Edit mode

Leads Tab

A read-only summary of every lead associated with this contact — status, company, and email — with a link into each lead’s full record. Leads are created and managed from the Leads module, so this tab looks and behaves the same in both View and Edit mode.

Deals Tab

Similarly, a read-only summary of every deal linked to this contact — stage, value, and expected close date — with a link into each deal’s full record. This tab is also managed entirely from the Deals module and stays consistent across View and Edit mode.

Tasks Tab

Create and track tasks tied directly to this contact.

• New (Edit mode) – add a task with Subject, Status, and an assigned Processor
• Tasks created here also appear in the main Task module, linked back to this contact
• From any task, you can navigate straight back to the contact record

Notes Tab

Capture free-text notes, separated into two categories:

• External Notes – relevant to external-facing context
• Internal Notes – internal-only

When adding a note, you can also choose to:

• Copy To – automatically carry the note’s content onto related Sales Orders, Sales Quotes, or Deals
• Print On – control whether the note appears when those documents are printed

Once saved, a note’s text can’t be edited — only deleted — keeping the record trustworthy.

Interactions Tab

A complete communication history with the contact, covering Email, Phone, and Meetings.

• Email – split into Email Interactions and Email Drafts; messages are automatically grouped into threads so replies don’t create duplicate entries
• Phone – log a completed call or schedule an upcoming one, with type and duration tracked
• Meetings – plan a meeting directly from this tab, capturing location, duration, and date

Email interactions pulled in automatically from your mail service are preserved exactly as received and can’t be manually edited or deleted.

Attachments Tab

Manage every document connected to the contact, split into two categories:

• Manual Attachments – files you upload directly, each tagged with a category and description
• Interaction Attachments – files that arrived automatically through email interactions, shown with the related email and sender so you can trace where they came from

Change History Tab

A complete, tamper-proof audit trail of every change made to the contact — what changed, from what value to what value, who made the change, and when. This tab is always read-only, so the audit trail can never be altered. You can search by field name and export selected entries for compliance or review purposes.

Creating a New Contact

Contacts are created through a single, straightforward form — no multi-step flow required, since a contact can exist independently of any customer.

General Information

• Contact Owner – defaults to you, the logged-in user, but can be reassigned before saving
• Linked Customer – optional at this stage; you can link the contact to a customer now, or later from that customer’s Contacts tab
• Full Name and Email Address – the only two mandatory fields
• Designation/Role, Department, and Influence Type – useful for sales prioritization and understanding this person’s role in decisions
• LinkedIn/Profile URL, Work Phone, and Mobile – all optional
• Status – defaults to Active

Address

Entirely optional at creation — every address field can be filled in now or completed later from Edit mode.

Saving

You have three options:

• Save – creates the contact and takes you straight to its Detailed View
• Save & New – creates the contact and immediately opens a fresh, blank form with the next Contact ID ready to go, ideal for entering several contacts in a row
• Cancel – discards everything you’ve entered and returns you to the previous screen

On Save, the system automatically checks Full Name and Email Address against existing records to prevent duplicates.