External Contacts

You can create an external contact in two ways:

• Add a new contact and designate it as "external"

• Pull in an existing contact from another account

 

CRM-Integrated

From the Relationship Map:

1. Select Edit → Contact+ → Create New → Contact.

2. In the General tab, select Do not sync with [CRM Name] and add the relevant contact details.

   • Note: When "Do not sync with [CRM Name]" is selected, Revegy will provide a warning message explaining the behavior of an external contact

3. Click Save.

   • Note: Within the Contact Details screen, an unlinked icon () will indicate that the contact is external and not synched with the CRM

 

 

From the People main menu option:

1. Select Add New.

2. Select Do not sync with [CRM Name] and add the relevant contact details.

3. Click Save

   • Note: When "Do not sync with [CRM Name]" is selected, Revegy will provide a warning message explaining the behavior of an external contact

 

 

You have now created a new external contact! The contact will live in Revegy only and will not be updated to your CRM

 

Non-CRM-Integrated

From the Relationship Map:

1. Select Edit → Contact+ → Create New → Contact.

2. Select Do not associate contact with this account and add the relevant contact details.

3. Click Save.

 

 

From the People main menu option:

1. Select Add New.

2. Select Do not associate contact with this account and add the relevant contact details.

3. Click Save.

 

 

You have now created a new external contact! The contact will live in Revegy only and will not be updated to your CRM

 

Note: The following steps can only be performed if your organization is integrated with a CRM

 

While embedded in your CRM:

1. Open the Relationship Map.

2. Select Edit → Contact+ → Create New → Other [CRM].

3. Search for the contact or account.

4. Click on the contact you want to add and fill out the required map data.

5. Click OK.

 

 

Note: Creating an external contact by pulling the contact in from another CRM account will show the contact as 'linked' and 'external'. Because the contact was originally created in the CRM, the link is still there; however, no updates will be sent back to the CRM for these external contacts.

 

A contact may have been designated "external" in error. Or, the external contact may have been hired by your account, making him "internal." These are just two examples that may necessitate changing an external contact into an internal contact.

 

It's important to note that once a contact has been changed from external to internal, this action cannot be undone. The only recourse would be to delete the contact in the CRM and then edit it in Revegy.

 

CRM-Integrated

From the Relationship Map:

1. Double-click on the contact card that will be edited. The Contact Details window/panel will open.

2. In the General tab, select Sync with [CRM Name].

   • Note: When "Sync with [CRM Name]" is selected, Revegy will provide a warning message that once the action is performed, it cannot be undone

3. Click Save.

   • Note: Within the Contact Details screen, a linked icon () will indicate that the contact is internal and synched with the CRM. Additionally, the 'Sync/Do Not Sync' options will be grayed out

 

 

The following steps are based on the Salesforce CRM. Similar steps can be applied when using other CRMs.

From the CRM:

1. Open the account and locate the contact.

2. Open the contact's dropdown menu. Select Delete.

   • Note: Salesforce will generate a pop-up confirmation message. Select 'Delete'

3. In Revegy, locate the contact card.

   • Note: The contact card will include a 'Deleted from CRM' icon ()

4. Double-click on the contact card. The Contact Details window/panel will open.

5. Click Edit (bottom right).

6. Make any necessary edits. Click Save.

 

 

• An external contact will be displayed on your map with either an “EX” icon () or building icon () under the contact's picture/initials

• The Company/Group field will be populated with the name of the account from which the contact was added

• If a contact was pulled in from another account, the contact's dialog will be grayed out and disabled. Any edits can only be performed on the account to which the contact belongs

• A message will display on the contact card's side bar and dialog to inform you that the contact belongs to another account with a link back to the account where the contact originally belongs

• Once a contact is marked as external, an 'Unlink icon' () will be visible on the sidebar and also in the contact dialog. A check mark will also show under the 'External' column when viewing contacts from the People → Contacts list

 

If I created a contact in the CRM, can I make it external in Revegy?

Yes, but you must first delete the contact in the CRM. Following deletion, the contact can be designated as external in Revegy. For more assistance, follow these steps.

 

If I add a contact from a child account to the map of the parent account, will Revegy automatically designate the contact as an external contact?

No

 

If I deleted a child account's contact from the parent account's map, will I be able to add the contact again via the 'Other CRM' (Edit → Contact+ → Create New → Other [CRM])option ?

No. Revegy will generate a 'Cannot have duplicate Account Contact names (name of contact)' message. Users are prevented from creating an external contact that already belongs to the account (i.e. a 'duplicate contact').

 

If I created an external contact prior to Revegy's 2020R5 release, will I see any changes in that card's 'Contact Details' screen?

You will see the account name to which the contact belongs; however, a link to the account will not be available.

 

When I use the map's 'Copy From' command, will my external contacts be copied?

Yes.

 

Can contacts can be imported as 'external'?

Yes.

 

Can I assign an external contact to a task?

The answer depends on CRM integration settings.

 

If the tasks are integrated back to the CRM, users will only be able to select external contacts that belong to other CRM accounts. (The CRM's account name will appear below the contact's name.) The remaining external contacts will be visible in the clients contact droplist of integrated tasks, but they will be grayed out.

 

If the tasks are not integrated back to the CRM, users will be able to select any external contacts for task assignments.