Disclaimer!
This is an all-or-nothing process and cannot be undone. If you share contacts using this method, they will be shared with everyone in the agency. Additionally, if a contact is deleted by one user, it will be deleted for all users across every login.
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Technical Notes:
In order for a user to have access to the “Assign To” option, this permission must be enabled in the Admin’s login.
Please note that all sub-users’ contacts automatically roll up to the Admin’s account — this happens by default. However, contacts created by the Admin or other users will not automatically appear in other users’ logins.
Sharing contacts in this way is a manual process.
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ADMIN Instructions:
- Log into your account
- Navigate to the "Agency" Tab.
- Hover over the tab and click "Account Change Summary"
Next Step:
For each user who should have permission to share contacts:
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Locate their user settings.
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Enable the following options by checking the boxes:
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Change Record Type
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Reassign Leads
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View Audit Trail
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Click Save to apply the changes.
Your Agents’ Settings Are On — Now What?
How To Share Contacts:
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The agent who wants to share contacts should log in to their account.
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Navigate to the “Home/Individuals” tab.
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Select “Contacts.”
Set Up the Contact List for Sharing
Now it’s time to set up the list of contacts you want to share.
(As mentioned at the start of this article, your goals or needs may vary — please reach out if you’d like suggestions on the best approach for your agency.)
Basic Steps:
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Select the contacts you want to share by checking the white boxes to the left of each name.
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Ensure the appropriate level of activity you want to share or view is selected.
Tip:
The checkbox on the blue bar will select all contacts on the current page.
You can view and select up to 1,000 results per page, depending on the settings you choose in the upper-right corner of the contact list.
After selecting the contacts you want to share, scroll to the bottom-left corner of the page.
From the drop-down menu, choose “Assign To.”
Click “Go” to proceed.
The "Contact Ownership" window should appear now.
Set Contact Ownership
First Box – Assign to:
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Choose the owner of the contacts.
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Examples:
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Admin of the agency (if all contacts will fall under their account)
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The person who created the contact (if they will retain ownership)
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Note: The source of the contact will not change. For example, if you assign the contact to Bob but Mary created it, Mary will still appear as the source.
Second Box "Website":
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Usually only one option is available.
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If there are multiple choices, pick the active option.
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In some cases, this field can be left empty.
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Record Type select Shared
And for "Permission Type" select "Full Control"
Then click "Save" on the bottom right.
The process will take time depending on how many you selected. It will look like its doing nothing. JUST GIVE IT TIME. It will refresh when done.
Then just rinse and repeat until done if you need to.
If you have any additional questions, you can reach Customer Service Monday-Friday 6am PST-5pm PST at 866-478-6848 option 1.