The Contacts tab

SECURITY  Security level with access to CRM, and Edit All or Edit Mine permission for associated organization.

NAVIGATION   > CRM > Search > Organizations > click Search > click an organization name >  accessory tabs > Contacts

The Contacts tab appears on the accessory tabs of the Organization page. It displays all contacts associated with the organization. To open the page, use the path(s) in the Security and navigation section above.

The following tool buttons appear above the results list:

Tool Button Description

Many Search pages (but not the widget drill-down tables) allow you to create a new instance of the selected entity. This button is visible before you execute a search:

  • Click New.
  • Contract, Ticket, and Project entities allow you to create several different entity types. Click New and select an option.

For help with populating the fields, refer to the context-sensitive Help of the page that opens.

SECURITY  By default, Export is available to users with Admin security level, and disabled for all others. It can be enabled for other security levels. Refer to Can export Grid Data.

NOTE  When exporting to CSV: To ensure consistent date/time formatting in the CSV output, we strongly recommend that the user’s date/time format settings in Autotask be identical to the Windows date/time format settings of the computer performing the export. This will prevent conflicts in how the software that generates the report interprets the date/time format.

IMPORTANT  Fields related to billing products for devices and contacts will not be exported.

  1. Click the Export drop-down menu and select an option.

    2. Option Description
    In Current Format If you select this option or simply click the Export button, only the columns that are displayed on the search results table will be exported.
    In Import Template Format This option will appear for entities that can be imported. For a list of entities that can be exported in import template format, refer to Importing or updating data.

    If you select this option, all columns that appear on the import template for the entity will be exported. This allows you to clean up or update records in bulk, and then import them again using the Update option.
  1. A window opens that allows you to download and open the exported file.

NOTE  Only the first 5,000 records will be exported.

The Column Chooser allows you to customize search results tables throughout Autotask. It determines the following:

  • Which columns are displayed on the table
  • The left-to-right display order of the columns

NOTE   Column Chooser settings on search results tables and some standard reports are part of the user settings stored on the Autotask server. You can log in from any computer and have your column chooser settings applied to your Autotask session. To clear the data stored in your Autotask instance and reset the column chooser settings to the Autotask default settings, click Reset Settings in My >  Miscellaneous > Settings.

To customize the table, do the following:

  1. Click the column chooser icon above the search results. The Column Chooser page opens.

Columns appear either in the Available Columns or the Selected Columns panel.

  1. Double-click a column name or select one or multiple columns and click the left or right arrow to move columns to the other panel.
  2. To change the display order of the columns, select one or multiple columns in the Selected Columns panel and click the up or down arrows.

NOTE  Top-to-bottom order in the Selected Columns list becomes left-to-right order on the Search Results list.

  1. Click Save & Close.

NOTE  If the characters + # appear after the column name, then that column may have multiple items returned for some rows. If that occurs, the first item will appear in the row followed by + and the number of additional items returned. To display the list of additional items, hover over the item in the column.

Using the column chooser, you are able to display two columns that don't show up on the Device page:

  • Last Activity By: This column displays the name of the resource or contact who made the last update to the device
  • Last Activity Time: This column displays the date and time the last change was made.

Both fields are available as filters on device widgets, and for the date field, the usual date grouping options are available.

For a list of events that count as Last Activity on a device, refer to On a device.

Click the refresh icon to execute the search on the current table again, using the same search criteria to find new records that were added since you first performed the search.

NOTE  Context menu options are determined by your security level and which table you are viewing.

Hover over the context menu icon to access the following options:

Menu Option Description
View Contact Opens the contact detail page in a new window. Refer to The Contact page.
Edit Contact  Opens the Edit Contact window where you can edit all contact fields. Refer to Adding and editing contacts.
New Note Opens the Organization Note window, with the current contact selected. Refer to Adding or editing CRM (organization, contact, or opportunity) notes.

Enable Co-managed Access (if Co-managed Help Desk is enabled)

This option is available for contacts at organizations that have co-management enabled, but have not been given co-managed access. It launches the New Resource Wizard - Co-managing User page where you to create a co-managing user account for the selected contact. Refer to Adding or editing a co-managing user.
Send Message in MS Teams (if MS Teams system setting is enabled)

Opens the MS Teams chat window. Refer to MS Teams.
Schedule Meeting in MS Teams (if MS Teams system setting is enabled)

Opens the MS Teams calendar window. Refer to MS Teams.
Delete Contact Deletes the contact. For contacts that cannot be deleted, refer to Deleting contacts for more information.